Item 1.5 - Award of Contract to CivicPlus for a Government Content Management SystemCity ®f Poway
, rCOUNCIL AGENDA REPORT
DATE:
TO:
FROM:
INITIATED BY:
SUBJECT:
Summary:
January 21, 2014
APPROVED M
APPROVED AS AMENDED O
(SEE MINUTES)
DENIED O
REMOVED O
CONTINUED
RESOLUTION NO.
Honorable Mayor and Members of the City Council
Penny Riley, City Manager
Scott Edwards, Director of Administrative Services
Brad Rosen, IT Manager e811
Award of Contract to CivicPlus for a Government Content
Management System (GCMS@)
In keeping with the City's goal of investing in technology to improve operational
efficiencies and service levels, the FY 2013 -14 Budget provides for the implementation
of certain technology -based enhancements. Of these, funding was approved for a
redesigned website and content management system. With a new content
management system the City website will function more reliably with current Internet
browsers, and will also include responsive design features to address the increasing
number of mobile users.
After completing a Request for Proposals process, the City has identified CivicPlus to
implement the new website, and a contract is attached for Council consideration. The
total contract cost is $53,281 over four years. First year implementation costs of
$36,494 would be funded via the FY 2013 -14 Budget within the Administrative Services
Department. Subsequent years' maintenance costs would also be budgeted via the
Administrative Services Department in the amount of $5,504 for year two, $5,504 for
year three, and $5,779 for year four.
Recommended Action:
It is recommended that the City Council authorize the City Manager to execute an
agreement with CivicPlus in a form acceptable to the City Attorney for the purchase of
the software licensing, implementation, support, and maintenance of the CivicPlus
GCMS@.
Background:
In keeping with the City's goal of investing in technology to improve operational
efficiencies and service levels, the FY 2013 -14 Budget provides for the implementation
of certain technology -based enhancements. Of these, funding was approved for a
redesigned website and content management system. This includes certain technology
enhancements, which are outlined as follows:
1 of 89 January 21, 2014 Item # 1.5
Award of Contract to CivicPlus
January 21, 2014
Page 2
Responsive Design
Currently, the City's website is designed for viewing via a 1024x768 resolution computer
screen. A redesigned website would include responsive design features to adjust the
layout of the text and photos to better fit onto the screen size of multiple devices
accessing the website, such as tablet computers and mobile phones.
Module -based Features
CivicPlus' GCMS@ consists of many module -based features that can be utilized at any
time without additional cost. Modules include: Facilities & Reservations, which can be
used to display local facilities and related amenities to the public; Alert Center, which
provides a way to get news out to the community quickly, activating notifications that
can be sent out through email, text message and social media; and new modules that
are anticipated to be built and deployed regularly over time. The City will have access
to new and existing modules at any time and at no additional cost.
Dynamic Page Components
Dynamic Page components, such as event calendars, news announcements, and
FAQs, are key features that make up a web site. The City's current website displays
one type of dynamic information per page, which is only editable by the web
administrator. Given the structure of our current website, this can only be changed if
the City pays for custom programming. Using the CivicPlus' GCMS @, Dynamic page
components may be placed on any page to help display relevant information by
functional area, and they may be edited by respective staff in each City department.
This functionality improves the website design and makes pages more useful to the
public.
Findings:
The IT Division recently distributed a Request for Proposal (RFP) to various companies
specializing in the creation of government websites, with six vendors responding to the
request. A multi- department team evaluated and rated the proposals based on the
overall value for the website redesign and content management solution, focusing on
software, design, implementation, training, and support. Following the evaluation
process, the team identified CivicPlus' GCMS@ as the most qualified and cost - effective
choice that most closely matched the City's current and anticipated future needs.
Once implemented, the CivicPlus' GCMS@ will provide the City and community with a
unique and customized website design for the poway.org and powaycenter.com
websites, including: new intuitive navigation; page layout; interactive functions; page
versioning; and many new modules and features over time.
The attached Agreement (Attachment A) includes the pricing and terms for the software
licensing, installation, support, and maintenance of the CivicPlus' GCMS@ solution. The
total four -year contract cost is $53,281. First year implementation costs of $36,494
would be funded via the FY 2013 -14 Budget within the Administrative Services
Department. Subsequent years' maintenance costs would also be budgeted via the
2 of 89 January 21, 2014 Item # 1.5
Award of Contract to CivicPlus
January 21, 2014
Page 3
Administrative Services Department in the amount of $5,504 for year two, $5,504 for
year three, and $5,779 for year four.
Fiscal Impact:
Sufficient funds have been budgeted in the Administrative Services FY 2013 -14
operating budget (0108- 6122C) for the first year implementation costs of $36,494.
Environmental Review%
This item is not subject to CEQA review.
Public Notification:
None.
Attachment A: Agreement between the City of Poway and CivicPlus
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Attachment A
City of Poway
STANDARD AGREEMENT FOR SERVICES
This Agreement entered into this day of , 20 ,
by and between the CITY OF POWAY (hereinafter referred to as "City ") and Icon
Enterprises, Inc., a Kansas corporation, doing business in California as CivicPlus
(hereinafter referred to as "Consultant ").
RECITALS
WHEREAS, City desires to obtain the services of a private consultant to perform
website design, programming and implementation for the Website Redesign and
Content Management System (Project); and
WHEREAS, Consultant is a(n) government website and application integration
consultant and has represented that Consultant possesses the necessary qualifications
to provide such services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate and reimburse Consultant as provided in Exhibit "A"
entitled "Special Provisions" attached hereto and made a part hereof.
3. Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
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4. Termination.
Except as otherwise provided below, this Agreement may be terminated
with or without cause by either party upon sixty (60) days written notice to the other
party.
City may terminate this Agreement if Consultant is found in default of any
obligation hereunder which has not been cured within thirty (30) days after receipt of
written notice of such default. In addition, if at any time after commencement of service,
City determines that such services are inadequate, unsatisfactory, or substantially not
conforming to the descriptions, warranties, or representations contained herein, the City
may terminate the Agreement upon 30 days' written notice to Consultant.
Consultant may terminate this Agreement if City is found in default of any
obligation hereunder, which has not been cured within thirty (30) days after receipt of
written notice of such default. In addition, if at any time after commencement of service,
Consultant fails to receive payment for services rendered to City, the Consultant may
terminate the Agreement upon 30 days' written notice to City.
5. Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (i) has been disclosed in publicly available
sources . of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or isrightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
6. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
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7. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or person,
other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
8. Ownership of Documents.
Upon full and complete payment of submitted invoices for the Project
Development and Deployment and launch of the website, City will own the Customer
Content, as well as the GCMSO software.
Upon completion of the development of the site, City will assume full
responsibility for website content maintenance and content administration. City, not
Consultant, shall have sole responsibility for the accuracy, quality, integrity, legality,
reliability, appropriateness, and intellectual property ownership or right to use of all
Customer Content.
City shall not (i) license, sublicense, sell, resell, transfer, assign, distribute
or otherwise commercially exploit or make available to any third 'party the GCMSO
software in any way; (ii) modify or make derivative works based upon the GCMSO
software; (iii) create Internet "links" to the GCMSO software or "frame" or "mirror" any
GCMSO administrative access on any other server or wireless or Internet -based device;
or (iv) reverse engineer or access the GCMSO software in order to (a) build a
competitive product or service, (b) build a product using similar ideas, features,
functions or graphics of the GCMSO software, or (c) copy any ideas, features, functions
or graphics of the GCMSO software.
The CivicPlus name, the CivicPlus logo, and the product and module
names associated with the GCMSO software are trademarks of CivicPlus, and no right
or license is granted to use them.
9. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City of Poway. Consultant shall at all times comply with the terms
of the Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
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knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
"Consultant" means an individual who, pursuant to a contract with a state
or local agency:
(A) Makes a governmental decision whether to:
1. Approve a rate, rule or regulation;
2. Adopt or enforce a law;
3. Issue, deny, suspend, or revoke any, permit, license,
application, certificate, approval, order, or similar
authorization or entitlement;
4. Authorize the City to enter into, modify, or renew a contract
provided it is the type of contract that requires City approval;
5. Grant City approval to a contract that requires City approval
and to which the City is a party, or to the specifications for
such a contract;
6. Grant City approval to a plan, design, report, study, or similar
item;
7. Adopt, or grant City approval of, policies, standards, or
guidelines for the City, or for any subdivision thereof; or
(B) Serves in a staff capacity with the City and in that capacity participates in
making a governmental decision as defined in Regulation 18702.2 or
performs the same or substantially all the same duties for the City that
would otherwise be performed by an individual holding a position specified
in the City's Conflict of Interest Code. -
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❑ 1. Consultant/Contractor will not be "making a government decision"
or "serving in a staff capacity" as defined in Sections A and B
above.
No disclosure required.
❑ 2. Consultant/Contractor will be "making a government decision" or
"serving in a staff capacity" as defined in Sections A and B above.
As a result, Consultant/Contractor shall be required to file a
Statement of Economic Interest with the City Clerk of the City of
Poway in a timely manner as required by law.
DEPARTMENT DIRECTOR
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10. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
11. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
12. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City of Poway. City shall
have the right to control Consultant only insofar as the results of Consultant's services
rendered pursuant to this Agreement; however, City shall not have the right to control
the means by which Consultant accomplishes such services.
13. Licenses, Permits. Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that are legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
license, permit, or approval which is legally required for Consultant to practice its
profession.
14. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
15. Indemnification.
(a) City agrees that it shall defend, indemnify and hold harmless Consultant,
and its partners, employees, and agents from and against any and all lawsuits, claims,
demands, penalties, losses, fines, liabilities, damages, and expenses including
attorney's fees of any kind, without limitation, but only to the extent caused by the
negligence or willful misconduct on the part of City.
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(b) Consultant agrees that it shall defend, indemnify and hold harmless City,
and its elected and appointed officers, officials; employees, and agents from and
against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities,
damages, and expenses including attorney's fees of any kind, without limitation, but only
to the extent caused by the negligence or willful misconduct on the part of Consultant.
(c) If City and Consultant are both negligent, damages shall be apportioned in
accordance with the percentage of negligence of each party. Except as otherwise
provided in paragraphs (a) and (b), above, this paragraph is not intended to benefit
entities not a party to this Agreement.
16. Liabilities
Consultant will not be liable for any act, omission of'act, negligence or
defect in the quality of service of any underlying carrier or other service provider whose
facilities or services are used in furnishing any portion of the service received by the
City. Consultant will not be liable for any failure of performance that is caused solely by,
or solely as the result of, any act or omission by City or any entity other than Consultant
that furnishes services, facilities or equipment to the City, and is necessary for use in
connection with Consultant services or facilities.
Except as expressly provided in this Agreement, Consultant makes no
expressed or implied representations or warranties, including any warranties regarding
merchantability or fitness for a particular cause.
17. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
18. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to Poway projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
19. Notices.
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Notices shall be given as described on Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
20. Dispute Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to initially submit such
dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration
or litigation. In the event that the subject of such action is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 60 -day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its own attorneys' fees and costs incurred. Any action to enforce or
interpret the terms or conditions of this Agreement shall be brought in the Superior
Court in San Diego County, Central Division. Consultant hereby waives any right to
remove any such action from San Diego County as is otherwise permitted by California
Code of Civil Procedure section 394.
21. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant"
shall mean the individual or corporate consultant and any and all employees of
consultant providing services hereunder.
22. Counterparts.
This Agreement (and any amendments) may be executed in multiple
counterparts, each of which shall be deemed an original, but all of which, together, shall
constitute one and the same .instrument. Documents delivered by telephonic facsimile
transmission shall be valid and binding.
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23. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant. No agreements, representations or promises made by either party,
whether oral or in writing, shall be of any force or effect unless it is in writing and
executed by the party to be bound thereby.
IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement
on the date first above written.
Dated:
M
City of Poway
Penny Riley, City Manager
Approved as to form:
Dated:
By:
Morgan L. Foley, City Attorney
W
Dated:
Its:
Consultant
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"SPECIAL PROVISIONS"
EXHIBIT "A"
A. Scope of Services.
Consultant agrees to perform consulting services as required by City.
Consultant shall provide the necessary qualified personnel to perform the services. In
performance of the services Consultant shall provide all services to faithfully complete
the proposed solution as detailed in the CivicPlus RFP response dated October 30,
2013 included in this document as Attachment 1. In addition, Consultant will also
perform services to faithfully complete services and expectations detailed in ther, City's
RFP #14 -004 Scope of'Services which are included in this document as Attachment 2.
The website homepage and all interior pages managed by the CivicPlus GCMS@ shall
be made with responsive design, automatically resizing, reorganizing, graphics and
text to fit to varying screen /window sizes. City will receive one complimentary export of
all finalized graphics used to create the website.
B. Compensation and Reimbursement.
One -fourth of the total First Year Fee will be billed upon completion
of Phase 1: Consulting; one -fourth of the total First Year Fee will be billed upon
completion of Phase 3: Website Reveal. Presentation. One - fourth of the total First Year
Fee will be invoiced after Phase 4: Customized Website Training has been completed.
The remainder of the total First Year Fee and any additional Project Development and
Deployment services will be invoiced after completion of successful Phase 5: Go Live.
The City shall sign a project completion and acceptance form prior to
project "go- live." The date may be extended if material system or operational failures
are encountered. Immediately after completing Phase 5: Go Live the final bill for the
project development and deployment services will be billable and payable. All
Parties agree- that the website will not go -live until the project is accepted in writing by
the City.
Total First Year invoices are due by the first of the following month, but no
later than 30 days from invoice date. Project Development will be discontinued if
payment is not made within 30 days after the invoice due date.
Invoicing for Annual Services begins one (1) year from the date that the
City executes the Agreement.
Annual Services invoices may be prorated in order to correlate with the
City's budget year, and are invoiced prior to the year of service.
After project go -live, if the City's account exceeds 60 days past due,
Support will be discontinued until the City's account is made current. If the City's
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account exceeds 90 days past due, Annual Services will be discontinued until the City's
account is made current. City will be given 30 days' notice prior to discontinuation of
services for non - payment.
The City will be invoiced electronically through email. Upon request Consultant will mail
invoices and the City will be charged a $5.00 convenience fee.
Unless otherwise limited by law, a finance charge of 2.9 percent ( %) per
month or $5.00, whichever is greater, will be added to past due accounts. Payments
received will be applied first to finance charges, then to the oldest outstanding
invoice(s). For the purposes of this Agreement an account is "past due" if Consultant
invoice remains unpaid for a period of thirty (30) days following the date that it has been
emailed by the Consultant.
Provided the City's account is current, at any time the City may request an
electronic copy of the website graphic designs, the page content, all module content, all
importable /exportable data, and all archived information ( "Customer Content "). City
agrees to pay $250 per completed request. Provided the City's account is current, upon
termination of services City may request a complimentary electronic copy of website
Customer Content and Consultant Government Content Management System
( "GCMS® ") software.
After 48 consecutive months under the terms of this Agreement and
associated pricing, City will be fully eligible for a CP Basic Redesign at no additional
cost.
In the event of early termination of this Agreement by the City, City forfeits
eligibility for the CP Basic Redesign and all credits applied to such eligibility.
Beginning year 4 and including subsequent years that this Agreement is in
effect, a technology investment and benefit fee increase of 5 percent ( %) of the total
Annual Services costs will be applied.
C. Term of Agreement.
This Agreement shall be effective from the period commencing January 21,
2014, and ending December 31, 2014, unless sooner terminated by City as provided in
the section of this Agreement entitled "Termination." This Agreement may be renewed
for four (4) additional one -year terms upon mutual agreement of the parties, to be set
forth in an amendment to this Agreement. Upon expiration or termination of this
Agreement, Consultant shall return to City any and all equipment, documents or
materials and all copies made thereof which Consultant received from City or produced
for City for the purposes of this Agreement.
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D. Consultant's Insurance.
1. Coverages:
Consultant shall obtain and maintain during the life of this
Agreement all of the following insurance coverages:
(a) Comprehensive General Liability, including premises -
operations, products /completed broad form property damage, and blanket contractual
liability with the following coverages: General Liability $1,000,000 Bodily Injury and
Property Damage combined each occurrence and $2,000,000 aggregate.
(b) Automobile Liability, including owned, hired, and non -owned
vehicles: $1,000,000 combined single limit.
(c) Consultant shall obtain and maintain, during the life of the
Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy
limits of not less than $1,000,000 combined single limits, per claim and annual
aggregate.
(d) Workers Compensation and Employers Liability: $1 million
each accident (Consultant is an employer in the State of Kansas and abides by those
employment laws).
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following three provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
"City of Poway and its elected and appointed boards, officers,
agents, and employees are additional insureds with respect to this subject project and
contract with City."
(b) Notice.
"Consultant will provide notice to City as soon as possible after
notification of cancellation."
(c) Primary Coverage.
"The policy provides primary coverage to City and its elected and
appointed boards, officers, agents, and employees. It is not secondary or in any way
subordinate to any other insurance or coverage maintained by City."
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3. Insurance Certificates:
Consultant shall provide City certificates of insurance showing the
insurance coverages described in the paragraphs above, in a form and content
approved by City, prior to beginning work under this Agreement.
Lam►. dm T
All notices, billings and payments hereunder shall be in writing and sent to
the following addresses:
To Administrative Services: City of Poway
13325 Civic Center Drive
P.O. Box 789
Poway, CA 92074
To Consultant: CivicPlus
Attn: Contract Manager
317 Houston St., Suite E
Manhattan, KS 66502
F. Support.
Consultant will provide unlimited telephone support Monday through
Friday, 7 a.m. to 7 p.m. (Central Time) excluding holidays, for all trained Client staff.
Emergency Support is provided on a 24/7/365 basis for emergency contacts named by
the City. Client is responsible for providing Consultant with contact updates.
Support includes providing technical support of the GCMS@ software,
application support (pages and modules), and technical maintenance of City's website.
Following initial setup, additional page design, graphic design, user training, site
modification, and custom programming may be contracted separately for an additional
fee.
During the period of this agreement and subsequent annual renewals,
Consultant warrants that it will, without additional charge to the City, take action to
correct any problems or defects discovered in the GCMSS software and reported to
Consultant by the City, such warranty to include ongoing maintenance upgrades and
technical error correction.
Consultant provides online website statistics software at no extra charge. If
City desires to use other website statistic software, Consultant will provide the
necessary log file access.
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G. Marketing.
City will work with the Consultant's Marketing Department to make a
reasonable attempt to gather information and meet deadlines associated with website
award contest entries throughout the term of this agreement, and to create a case study
related to their website.
City permits Consultant to include an example of the City's home page and
a link to the City's website on the Consultant corporate website.
City will make a reasonable attempt to work with the Consultant Marketing
Department to create a news item to be released in conjunction with their project Go-
Live date. City will provide Consultant with contact information for local and regional
media outlets. Consultant may use the press release in any marketing materials as
desired throughout the term of this Agreement.
City allows Consultant to display the text "Powered by CivicPlus" linked to
CivicPlus at the bottom of their web pages. City understands that the pricing and any
related discount structure provided under this agreement assumes such perpetual
permission.
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Attachment 1
A
Website Redesign and
Content Management System
The City of Poway, CA • October 30, 2013
CP
CIVICPLUS
HF PINC mmm INITIFS FN(-AG �{ IN *PPAC 1
+CONNECTING PEOPLE
Developed by Danny Elmore
Regional Sales Manager
317 Houston St., Suite E Manhattan, KS 66502
888 - 228 -2233 x310 + Direct 785 - 323 -1510
Fax 785 - 587 -8951 + Elmore @CivicPlus com
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Serving more than 1,500 clients in 49 states, Canada and Australia,
we partner with governments to create award- winning websites.
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CProposal for the City of Poway, CA
Dear Selection Committee Members:
Thank you for considering CivicPlus as a partner for Poway's website redevelopment. I've carefully reviewed your
RFP, and am excited to present a solution to your challenges in creating a navigationally friendly, easy -to- update and
visually appealing website, with minimal work and time commitments from your staff.
Of the proposals you review, all should offer a good website design and navigation solution, however, the best
solution should also include the latest innovations in government functionality that citizens will use.
CivicPlus is the unique provider of the Government Content Management System (GCMS®) — and one of the most
innovative, knowledgeable sources for engaging eGovernment websites. CivicPlus' expertise lies in our ability to
deliver a comprehensive solution that considers administrative ease and collaboration as well as end -user
empowerment... all housed within a sophisticated design that resonates with your community and keeps citizen
engagement in mind.
Now in our second decade, CivicPlus has created eGovernment solutions for more than 1,500 towns, cities and
counties serving more than 50 million people in 49 states, Canada and Australia. These communities are using
CivicPlus technology to connect in more engaging ways with their residents, visitors and businesses.
In addition to a solution- centric website, CivicPlus provides unrivaled service, support, automatic upgrades and
enhancements at no additional charge — guaranteed. Our relentless pursuit of government innovations ensures that
our clients' webs ites, regardless of where they begin on our Community Engagement Scale TM (see page 3), continue
to move upward today and tomorrow.
The following proposal details how the CivicPlus solution will reduce your staffs workload, respect budget constraints
and, most importantly, provide your community with a powerful online resource that promotes open and transparent
access to your municipal offices and becomes an engaging communication hub for your community. We guarantee to
build a website that increases your number of visitors by 50% or we will give 100% of your money back.
I sincerely welcome the opportunity to elaborate further on our proposal and answer additional questions you may
have about partnering with CivicPlus.
Proposal Submitted by:
Danny Elmore
Regional Sales Manager
Direct Line 785 - 323 -1510
Elmore(@CivicPlus.com
Authorized Signature:l
C
Jesse Manning, Director of Sales
Icon Enterprises, Inc., d /b /a CivicPlus
317 Houston Street, Suite E
Manhattan. KS 66502
19 of 89 January 21, 2014 Item # 1.5
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20 of 89 January 21, 2014 Item # 1.5
CProposal for the City of Poway, CA
ExecutiveSummary .........................................................................................................................
..............................2
The CivicPlus- Proven Development Approach .............................................................................
..............................2
Hundreds of Cities & Counties Are Upgrading to CivicPlus Each Year ........................................
..............................2
CivicPlusfor Poway ......................................................................................................................
..............................2
Description of Company and Qualifications .....................................................................................
..............................4
Company & Contact Information ...................................................................................................
..............................4
Experience on Similar Projects .....................................................................................................
..............................7
The CivicPlus Effect — Award - Winning Websites & Exceptional Results .....................................
.............................10
Detailed Description of Proposed Solution ......................................................................................
.............................11
Software and Hardware Platform ....................................................................................................
.............................23
Implementationand Training ...........................................................................................................
.............................24
Our Project Development Approach ..........................................................................................
............................... 25
Kick -Off Meeting ..........................................................................................................................
.............................26
Phase1: Consulting ....................................................................................................................
.............................27
Phase 2: Website Preview Presentation ......................................................................................
.............................28
Phase 3: Website Reveal Presentation .....................................................................................
............................... 30
Phase 4: Customized Website Training .......................................................................................
.............................31
Phase5: Go Live .........................................................................................................................
.............................32
SystemTesting and Acceptance .....................................................................................................
.............................35
Warranty and Post Implementation Support ...................................................................................
.............................36
Annual Maintenance Upgrades .......................................................................................................
.............................37
Pricing...........................................................................................................................................
............................... 38
TheCivicPlus Redesign Option ...................................................................................................
.............................39
Conclusion......................................................................................................................................
.............................44
AdditionalDocumentation ...............................................................................................................
.............................45
1
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Executive Summary
The City of Poway, an organization serving more than 47,000 residents, has initiated a Request for Proposal to
transform its website with an innovative design that enables visitors to find the services and information they need.
The website should be user - friendly and utilize the latest technology to provide a convenient source of information to
better communicate with citizens.
The CivicPlus- Proven Development Approach
CivicPlus provides our eGovernment communication solution to more than 50 million citizens in more than 1,500
municipalities — cities and counties of every size across the United States, Canada and Australia. For more than a
decade, CivicPlus has focused on government clients, giving our customers access to the latest in next- generation
applications that meet and exceed their needs. Those needs include:
• A unique and customized website design with minimal work and time commitments from Poway's staff
• Intuitive navigation and page layout with unlimited submenus and subpages
• Interactive functionality through our Government Content Management System (GCMS®)
• Continuously updated, cutting -edge solutions designed by eGovernment experts for governments
• A per - project, customized pricing model with comprehensive training and unlimited support included
Hundreds of Cities & Counties Are Upgrading to CivicPlus Each Year
It's simple: CivicPlus knows municipal government.
• No one else offers the CivicPlus
Government Content Management
System (GCMS®).
• No one can match our interactive
suite of tools that enable
governments to better engage and
communicate with their citizens.
• No one can match the CivicPlus
development process and the
depth of our implementations
designed by experts who know
local government, its people and
its processes.
• No one can match our track record
— period.
CivicPlus for Poway
'
CivicPlus Client Map
. w
t
�
• , Y A`
J 40 '40 40
Association City County Other
Per your RFP #14 -004, Website Redesign and Content Management System, the following proposal contents
include:
• CivicPlus' capabilities, experience and commitment to our clients, as well as our approach and methodology
to transforming your site
• Ongoing training and consultation
• Creativity and recommended functionality usage to engage and attract site visitors
• Price estimate
These recommendations for Poway were developed to address your defined needs. All estimates are negotiable
based on client requests. We encourage you to schedule a 45- minute demonstration of the latest site developments
and the administrative interface that allows non - technical users the ability to update the website as needed.
2
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What Is Community Engagement?
At its core, community engagement is expectation.
More than 75 percent of U.S. residents are connected online. They bank online. They pay bills online. They chat, they
opine, they find love... all via the internet. The web has become the first resource for the vast majority of people when
they need to find an answer to a question, locate a service, file a complaint or conduct business.
The expectation is that local government should be conducting business online as well.
However, having an engaged community means going beyond the basics of the web. Community engagement is:
• Transparency - Removing the veil from local government by providing citizens with open access to
government through citizen - centric technologies and information structures
• Citizen Sourcing - Encouraging citizens to get active, get involved and take ownership of local issues, all
through an easily available communication method they're likely to use
• MicroVoting — Allowing citizens' voices to be heard, and making that voice resonate with government
leaders in ways that allow for a finger to be placed on the pulse of the citizen's wants and needs
Local governments provide so much service, infrastructure and support to our communities, but too often those
efforts go unnoticed and unappreciated. Community engagement is a two -way street — it's letting your citizens have a
voice and letting them know why government matters.
Where You Rank on the Community
Engagement Scale TM
Governments across the nation find — Fully Engaged
themselves in various stages on the
Community Engagement Scale TIA Some
— Participatory
may inhabit multiple stages, and others
may be reluctant to engage more deeply
due to concerns of openness and the ! O — Receptive
criticism that may accompany it.
Where does Poway fit within the 6 Levels
— Active
of Digital Community Engagement? What
does each stage look like? What will it take
to reach the top? C — Emerging
Only CivicPlus can provide these answers,
because CivicPlus is the only government O — Static
website prrovvid der r focused on equipping
communities to better engage and interact
with their citizens.
How CivicPlus Can Make Your Job Easier
All of our modules and features are designed to help improve interaction with citizens and users on your website, but
here are a few examples from CivicPlus that help take community engagement to the next level:
• Citizen Request Tracker TM 0 Community Voice T"^ 0 Alert Center
• Calendar 0 Facilities and Reservations 0 Form Center
• Media Center 0 News Flash 0 ePayment Center
3
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Description of Company and Qualifications
Since our inception, CivicPlus has been capturing the passion our customers have for their communities and their
residents with high - quality, next - generation websites. We consider it a privilege to partner with municipalities to
provide the individuals, families and organizations in your community a website that serves as a primary, interactive
communication tool.
Icon Enterprises, Inc., does business as CivicPlus and Networks Plus and employs more than 100 people.
Incorporated in Kansas in 1998, we began providing technical - related services in 1994.
CivicPlus was born out of four rural cities' desire for a progressive way to maintain their websites without the burden
of employing a continual webmaster. They sought a system that would allow routine updates and changes to be
implemented by city staff, regardless of technical skill. After close consultation with these four initial cities, an
innovative tool that automated the process of updating website content was developed.
Today, under the leadership of founder Ward Morgan, CivicPlus has more than 165 staff members and continues to
implement new technologies and services to maintain the highest standards of excellence and efficiency for our more
than 1,500 clients. Our commitment to setting the standard in website design, management and government
communication has been instrumental in making CivicPlus a leader in web design, communication programming and
hosting.
Our technical and development staff holds a variety of certifications including: Microsoft - certified system engineer,
Cisco - certified engineer, Microsoft - certified software developer, Microsoft Office user specialist and project
management professional from the Project Management Institute.
Company & Contact Information
Contact Information Danny Elmore Primary Office
Regional Sales Manager
Elmore(d)CivicPlus.com
Toll Free 888 - 228 -2233, Ext. 310
Cell 503 - 893 -0209
Incorporated In
State of Kansas
Company Website
Legal Name
Icon Enterprises, Inc., d /b /a Company Founder
CivicPlus
GSA Contract
# GS- 35F -0124U
DIR Contract
Additional Locations
Charleston, SC
Chicago, IL Columbus, OH
Glen Carbon, IL
Mount Laurel, NJ Olathe, KS
Sherwood, OR
Spring Hill, KS Topeka, KS
317 Houston St.
Suite E
Manhattan, KS 66502
Toll Free 888 - 228 -2233
Fax 785 - 587 -8951
www.Civicplus.com
Ward Morgan,
President/CEO
# DIR SDD 1636
Fort Collins, CO
Seffner, FL
Vancouver. WA
At CivicPlus, we have a passion for building websites. We'd
like to partner with you to build a website your citizens will use.
4
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Dedicated Project Team
CivicPlus maintains a staff of dozens of personnel who excel in the development and support of government
websites. From project management, design and development to training and support, our highly qualified staff
ensures the success of your website throughout all phases of construction and beyond. Our expert project leaders
(listed below) will match you and your needs to a team of highly qualified specialists who will work directly with you
throughout your entire project. If selected, your project team, including project manager, will be assigned upon
contract signing.
Danny Elmore — Regional Sales Manager
Education
10+ Years of Experience
Role at CivicPlus
Freed - Hardeman University
Increase industry exposure and emphasize client
Determine the best solution for
University of Alaska- Anchorage
functionality options
your website and budget
Black Hill State University
Experience in private and government sector
Overall account management
Resume
Negotiate contracts
Ensure customer satisfaction
Software Sales
Manage multiple software client accounts
Oversee product development
Freelance illustration business
High -level skills in color coordination and design
and product marketing
Client Relationship Management
Resource optimization
Marketing
Project and program management
overview and uniqueness
Government
Strategic planning and development
Cole Cheever — Director of Production
Education 5+ Years of Experience Role at CivicPlus
BS Business Administration Client needs analysis & account management Direct tasks and staff members
Resume Customer service Timeline allocation
Marketing Specialist Deadline satisfaction goals Project consultation and quality
assurance
Account Management
City maintenance
Senior Project Manager Marketing analysis and statistics
Consulting and business analysis
Tammy Irvine — Interim Manager of Creative Services
Education
16+ Years of Experience
Role at CivicPlus
BA Fine Art
Print and web design
Head creative development and
Realistic and stylistic drawings
graphic representations
Resume
Direct design team and
Scientific Illustrator
Branding expertise
programming
Freelance illustration business
High -level skills in color coordination and design
Responsible for each website
management
Nationally published designs
overview and uniqueness
Proficient in site layout, initial design, setup of initial
Thorough recognition of full
pages and functionality of site
publishing, project management
and pre -press processes
5
25 of 89 January 21, 2014 Item # 1.5
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Larissa Palmer — Manager of Content Development
Education
4+ Years of Experience
Agriculture
Data Management
Business Administration
Contract Negotiation and Review
Resume
Sales and Customer support
Project Management
Cost Analysis
Business Strategy
Strategic Project Reporting
Contract Development and
Administration
Quinton Randel — Manager of Training and Consulting
Education 10+ Years of Experience
Information Assurance and Website usability expertise
Network Security Content development
Customer service
Resume
Trainer and Consultant Expertise in MS Word, Website Management
Systems, module functionality, admin functions and
Operation Management
creativity
Technology Sales
Account Management
Lending Analyst
Amy Vikander — Director of Client Care
Education 10+ Years of Experience
Graphic Design Customer Service
Resume
Property Management
Client Service Team Leader
Client Implementation
Coordinator
Project management
Team management and leadership
Managing customer relationships
Training
Role at CivicPlus
Oversee content quality
management
Test new products and services
for CivicPlus
Ensure incoming projects remain
on schedule and are completed in
an excellent manner
Role at CivicPlus
Customize the training and
consulting experience to your skill
set
Provide creative application ideas
for the CivicPlus GCMS®
Effective communication in plain
language
Role at CivicPlus
Conscientious care of the
continuing relationship between
CivicPlus and client
Prompt aid on support issues
Knowledgeable answers for "how
to" questions from client's staff
6
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Experience on Similar Projects
Our programmers implement our designers work — not the other way around — so options for a unique site are
endless. Designs that truly represent your unique image, message and brand come through extensive access to and
consultation with our design team. Our portfolio demonstrates our graphic designers' vast creative abilities and styles.
M
Washington County, OH — www.washingtongov.org
Design Details: Washington County's history shines through in
this simple yet sophisticated design. An intuitive layout guides
the user to important information while fostering ease of use
among the community.
Also Look For: Mouse -over buttons and click through scrolling
menus guide you easily to popular features within this
homepage.
Jeffersontown, KY — www.meffersontownky.com
Design Details: Jeffersontown's website does a great job
showing off the amenities offered in the State of Kentucky. The
design color scheme is a reflection of their branding and seal.
Also Look For: The use of the ePayment module and Code Red
integration.
McKinney, TX - www.mckinneytexas.org
Design Details: Straightforward navigation coupled with an
uncluttered homepage and subtle color scheme make the user
experience an enjoyable — and easy — one.
Also Look For: McKinney's Economic Development Corporation
and Convention & Visitors Bureau subsites.
Banff, AB — www.banff.ca
Design Details: Client wanted a minimalist website design. The
top banner features pop -out navigation. Simple homepage for
ease of search and navigation.
Also Look For: Extensive use of Calendar and Citizen Request
Tracker modules.
Flagstaff, AZ — www.fla.gstaff.az.gov
Design Details: Flagstaff fosters community engagement by
providing a simple and clean navigation structure. The beautiful
landscape imagery is a reflection of a unique natural formation
that dominates the landscape.
Also Look For: The "E- Services" section enables the user to
monitor their utility account and pay bills as well as view
streamed city meetings right from the comfort of their homes.
7
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Designs Continued...
r _
t
Kodiak, AK — www.kodiakak.us
Design Details: Kodiak Island's uncluttered layout draws the
user's attention to important community news and
announcements. The site's subtle color scheme highlights the
beauty of the magnificent scenery.
Also Look For: "Find It Quick" mega menu section making
online services and answers to questions available with one
click.
Draper, UT— www. draper. ut.us
Design Details: This simple yet elegant design goes to the heart
of the culture in this community — a community focused on
preserving its unique identity and heritage.
Also Look For: The extensive use of the Facilities module for
parks and trails, as well as department header packages for the
Draper Amphitheater and Police Department.
Litchfield Park, AZ — www.litchfield- park.org
Design Details: A great example of how a "dark" website can
still be robust and appealing to the eye.
Also Look For: Hover over the "Citizen Center" and take a look
at the Mega Menu linking the public to loads of community
information.
Blue Earth County, MN — www.blueearthcountymn.gov
Design Details: "Effectively and efficiently delivering essential
services" perfectly describes Blue Earth County's appealing web
design. Bold blue colors and panoramic images burst from the
page to highlight the beauty of the area.
Also Look For: The use of social media integration and library
subsite.
Walton County, FL — www.co.walton.fl.us
Design Details: Beautiful community images and a unique page
design invite the user to explore the county's services, check the
current beach conditions, and catch up on the news — in just one
click.
Also Look For: The use of the CivicPlus Frequently Asked
Question module and Google Translation Tool.
8
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References
Brea, CA www.citvofbrea.net
(Pop. 39, 000) Client since December 2012
Liz Pharis, Communications and Marketing, 714 - 990 -7706, lizp(o)ci.brea.ca.us
Delano, CA www.cityofdelano.org
(Pop. 52,800) Client since February 2007; Redesign November 2012
Delano Economic Development subsite: www. citvofdelano.org /index.aspx ?NID =428
Rosa Rios, Director of Finance, 661 - 721 -3310, rrios o)cityofdleano.org
Dublin, CA www.ci.dublin.ca.us
(Pop. 44,500) Client since March 2010
Linda Smith, PIO, 925 - 833 -6650, linda.smith(a)ci.dublin.ca.us
Hemet, CA www.citvofhemet.org
(Pop. 71,800) Client since July 2011
Scott Underwood, IT Operations and Network Systems Supervisor, 951 - 765 -3750, sunderwood(a)cityofhemet.org
Commerce, CA www.ci.commerce.ca.us
(Pop. 13,400) Client since November 2010
Al Vela, IT Manager, 323 - 722 -4805, itmanager(a)ci.commerce.ca.us
9
29 of 89 January 21, 2014 Item # 1.5
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The CivicPlus Effect — Award - Winning Websites & Exceptional Results
Since 2006, CivicPlus clients have won an amazing 377 awards for their websites, and recently, the Center for Digital
Government awarded CivicPlus their "Best Fit Integrator" award for being among the best private- sector information
technology integrators for delivering extraordinary digital solutions to public IT projects. This distinction puts CivicPlus
alongside Accenture, IBM, Motorola and Northrup Grumman as the true leaders in municipal government technology.
Our customers are proof that by partnering with CivicPlus, your new website will be amazing. Below is just a sampling
of some of the most prestigious awards in the industry earned by CivicPlus customers.
Some of our Award - Winning Clients...
Castle Rock, CO
crgov.com
Ontario County, NY
co.ontario.nv.us
Amherst, MA
amherstma.gov
Richland, WA
ci.richland.wa.us
Hinton, AB
hinton.ca
Farragut, TN
townoffarragut.org
Avondale, AZ
ci.avondale.az.us
Maui County, HI
co.maui.hi.us
Waunakee, WI
vil.waunakee.wi.us
Athens - Clarke County, GA
athensclarkecountv.com
Broken Arrow, OK
brokenarrowok.gov
Dodge City CVB, KS
visitdodgecity.org
Richmond, CA
ci.richmond.ca.us
Montrose, CO
citvofmontrose.org
Missoula, MT
ci.missoula.mt.us
Port of Galveston , TX
portofgalveston.com
Tequesta, FL
teguesta.org
Cumberland County, PA
ccpa.net
Beaverton, OR
beavertonoregon.gov
Danville, VA
danville- va.gov
Caddo Parish, LA
caddo.org
Webster, TX
cityofwebster.com
Recognition
Qat rcrilli Integrafar cI,s S COMMUNICATUR H RIZON
f)Uiaarr PAWARDS
WPM,. Vill
National Association of we6awa
Guve--t Webm tern Sooet9nl MA4
Nnem
4
Mar, Com .TAMS ' Ptj NACIO
A$�d5� ( .c b�eolegr lnribm
10
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Detailed Description of Proposed Solution
Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful
government content management structure and website menu management system. The system allows non-
technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus
Government Content Management System ( GCMSO) utilizes Microsoft SQL Server, ASP, JavaScript and HTML for
web development.
No HTML knowledge is needed to update your website. However, if desired, HTML code can be used throughout the
website for advanced users.
With extensive web applications in place, continual enhancement and an easy -to -use interface, our clients are the
proud owners of their websites and are excited to be part of the CivicPlus community.
Additional benefits of the CivicPlus GCMSO include webpage version controls, customizable levels of user - rights,
searchable data, accessible customer support services, instantaneous functionality updates, comprehensive security
and much more.
Each website begins with a unique design developed to meet your specific communication and marketing goals,
while showcasing the individuality of your community. Features and capabilities are added and customized as
necessary, and all content is organized in accordance with web usability standards.
Modules are constantly being developed and upgraded to meet the needs of our clients. A list of our modules follows
Core GCMSO Modules
Agenda Center
The CivicPlus Agenda Center is an all- inclusive agenda creation module. No longer will you have to build your
agendas in a word - processing program, print it out and pass it around the office for approval, export the final version
to a PDF and then upload it to the website. Agenda Center allows for the creation and management of the entire
agenda process, from submitting preliminary items at the departmental level, to a robust and easy -to -use workflow, to
the publishing of the agenda live to the public — one smooth and seamless process.
The Agenda Center not only offers a one - stop -shop for agenda creation, but upon publish of the approved agenda, a
template for the minutes of that meeting can also be generated.
Additionally the Agenda Center ties in with the Archive Center, so published agendas and minutes can be placed in
an Archive Center category for immediate storage. You can also update your residents in a fast and timely manner by
using the Notify Me@ module to send email and text message updates of published agendas and minutes.
Archive Center
The Archive Center has been developed specifically for the storage and retrieval of agendas, minutes, newsletters
and other date - driven documents. Archives can be searched by date, category or keyword, and the unique "View
Most Recent" link functionality on your website pages automatically pulls the most recently uploaded item every time
you add a new document within that category.
Business /Resource Directory
Think of the Business /Resource Directory as the Yellow Pages of your website, as it provides site visitors with links to
and information about organizations and services within your community. Site visitors can search by business or
organization name or category, and entries can be organized by business (Yellow Pages - style) or by category
(topical directory- style).
The module can display useful information such as a description of the business /organization, link to an interactive
map, address, phone number, email and link to the business' website. Citizens can also download the included
iPhone App at no cost, allowing them to search for businesses or services on the go.
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Calendar
The Calendar Module allows administrators to set up calendar
items to help keep the public informed about upcoming events and
GLOUCESTER I MASSACHUSETTS
meetings in your community. Events can be set on a
GLOUCESTER CALENDAR Ii..Au
one -time basis or as recurring events for multiple
Nov. 15
months in advance, with short descriptions and
hyperlinks to display the event details. The calendar
recognizes the current date as the starting date for
the display of events and provides easy navigation to
Capital Improvement Advisory Board meeting
N °e. 15
CERT Training
Noe. 15
ordinances & Adni-strabon Committee
Nov. 15
State of The City b Na or Carolyn Kirk
S
Youth Connections'. Hand -Hand with Seniors
future events. Multiple calendars are available.
P,annlnq &oe e°pme
tCpmm,ttee
Nov. 17
Department Calendar: Any page on your °nse ati°^
site can display the most current calendar
items in a special content area, great for departments or
sections of the website that wish to have their calendar
events appear on their page(s).
Featured Events: You can draw attention to upcoming
events using the Featured Events functionality, within the
Calendar module.
Kleetinq
m _ �
m
IYna •Nr� l.nlor. ... ..�.
The Calendar supports multiple views, including a monthly view that displays all the events in a month.
Document Center
The Document Center is a document storage center that allows for a variety of file types (e.g., PDF, spreadsheets,
pictures, video files, sound clips and more) to be downloaded or viewed by the end user, allowing for easy access for
your site visitors. Instead of bogging down your employees with requests for documentation, site visitors can locate
the forms and documents they need easily online. Your employees can easily add new documents and direct
residents to the information they requested online, without sending out extra paperwork. Moreover, all files are
organized by our structured filing system of folders and subfolders, keeping all of your information easily obtainable
by your citizenry 24/7.
Frequently Asked Questions
Help your citizens reduce time - consuming phone calls or trips to government offices by answering commonly asked
questions through your website. Frequently Asked Questions (FAQs) — which can be organized by departments
and /or category — may be added to any page of your website and can be set up to link to additional information or
documentation for easy reference. FAQs have their own search feature, so your site visitors can easily find answers
to the questions they ask the most.
News Flash
The News Flash Module provides an area where important and timely news and announcements are posted. Any
department may utilize this module for posting information that is specific to their department, like a change in
meeting location, results from an election, rainout announcements for sports fields and more. News Flash is a
dynamic page element that may be placed on any page, and each News Flash item has its own start and expiration
date.
Opinion Poll
The Opinion Poll Module allows you to interact with your site visitors. Once a user submits their vote, poll results are
displayed. This is a popular module and is an easy way to keep people coming back to see what's new on your site.
We recommend that the poll questions be non - controversial, as results are not scientific. The results may be used to
provide website decision - makers with valuable information in order to make informed decisions. Also, using the
Opinion Poll Module demonstrates even further the true interest your municipality has in its residents and
stakeholders.
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Photo Gallery
The Photo Gallery Module is designed to allow you to
store and display photographs in a central location to
showcase to your citizens and the world the best that your
community has to offer. Photo Gallery helps your website
become the place to put your community's best face out
there and to attract new citizens to your area. Users will be
able to:
• Explore your municipality through albums and
favorites
• Browse your featured photos and events
• Share with friends or send as postcard
• Submit images
• View images as thumbnails or full -size
• Write descriptions with each photo
• Search the Photo Gallery
• View a slideshow of photos
• Give photo credits
• Give images "thumbs up"
as
2 v3
r'r x,
You can use the Photo Gallery to store and organize photo files by department, division, and /or event. Like the
Document Center, you can store as many pictures in as many albums as you like.
Quick Links
The Quick Links Module allows you to place links to related and often - requested information directly on the page of
your choice. The entire collection of these links is contained within the actual module, and is unlimited in the amount
of categories and links that you can provide to your users. The links can be to interior pages of your website, to
documents and forms, or to outside websites. You can organize the links by category or item and can set them up to
auto - publish and unpublish.
Spotlight
The Spotlight function creates additional space on a webpage that allows you to highlight important text or widgets in
a compact, easy -to- update module. The information posted with this module can relate to one or more pages.
Staff Directory
If the Business /Resource Directory is your website's Yellow Pages, then the Staff Directory Module is the white
pages. A time - saving resource for your residents, Staff Directory provides detailed contact information for your staff
and various offices all in one place, decreasing the number of calls requesting contact information. You can include
as much or as little employee and department information as you deem necessary, plus, Staff Directory entries can
be linked to pages throughout your site, providing quick access to a specific department or employee's information.
Employee information can include title, biography, photo and contact links via email or form submittal (email
addresses are blocked from email harvesting programs). Website users can search the directory for a specific
employee by last name, first name or department.
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Transaction Modules
Bid Postings
The Bid Postings Module provides a simple and easy -to -use method of posting and organizing bids, RFPs and RFQs
online for vendors or local contractors that are interested in providing products and services to your community.
Provide links to upload the full RFP package, links to related web pages or post other bid details like the scope of
work. Bids can be searched by category, title or closing date and by open, closed, cancelled or awarded. This module
is integrated with the Notify Me® Module, allowing site visitors to sign up to be notified when new bids are available or
when bids are updated let interested parties know of amendments, cancellations and to whom the bid was awarded.
Bids can also be set to automatically expire (become unpublished) from the site if you so choose.
Citizen Request Tracker TM
The Citizen Request Tracker TIM (CRT) is a powerful tool
that facilitates interoffice and government -to- citizen
communication and workflow concerning requests
reported by residents. Site users create a profile and
submit requests or complaints, view pending issues,
reopen closed issues, request additional information
and more. Once a profile is set up, contact information
is automatically filled in when a site user submits a new
request. Furthermore, problems reported over the
phone can be manually entered into the system for
increased efficiency. Marketing the CRT"' system as
the primary tool for communication on problems and
requests in your area will allow you to reduce staff time
spent on addressing issues by hand and will allow your
constituents to interact with your staff any time of the day.
The CRT TM System Makes It Easy To:
• Add comments and action items
• Assign the request to a staff member
• Review the history of the issue
• Send messages to the constituent
• Close the request
ePayment Center
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• Print and /or export statistics and reports
• Print work orders
• Generates efficiency statistics and
reports
• Export data in CSV or tab - limited format
Integrate eCommerce on your website with no third -party store to setup, and save your citizen's time and effort by
affording them the opportunity to pay for services directly through your website. You have the ability to customize or
make changes to any form that you create to take in online payments such as registration fees, pool passes, etc.
Email notifications are sent out to both customer and client when a transaction is made. Financial reporting through
our trusted PCI- compliant partner is also available with the click of a button.
Facilities & Reservations
The Facilities & Reservations Module allows the site administrator to display local facilities and their amenities and to
manage their availability to the public. A site visitor can search for facilities by type or amenities available, review the
amenities for each facility, retrieve location information with mapping integration (ESRI,GIS, Google, etc.) and easily
reserve the facility. Search results will offer additional options such as admission requirements, handicap accessibility
and how to reserve or make payments.
A description with details of the facility (location, contact information, photographs, video, map, handicap accessibility,
rental availability, etc.) display within each facility's listing, with your staff able to allow for online reservation requests
and interactive calendar to view and manage online reservations. This module is integrated with the Form Center and
e- Payment module for a streamlined reservation process.
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Form Center
Having online forms makes it easy for you to receive useful
information from your community and for your community to
complete tasks online. These completely customizable forms
can be used as a means for citizens to contact you with
questions, requests and feedback or to sign up for various
events and activities. You can have as many online forms as
you need with this module, creating forms easily from scratch
or from our library of sample online forms. Various field options
include long answer, radio button, drop -down lists and multiple
choice (among others), with formatting options that include font
colors, background colors, text alignment and more.
You can preview forms as you create and edit them instead of
sending it to someone else for changes. The Form Center lets you develop every aspect of your online form with no
programming knowledge necessary through a simple drag- and -drop interface.
In addition to being able to create your own form, you can track your forms through your website! No more lost emails
and sorting for statistical data through multiple emails. Any form submitted on your website can be received via email
to as many people as you wish and /or be kept in a backend database with basic analytical reporting available. This
data can then be exported to Microsoft Access, Excel or other database software.
Job Postings
Display available jobs within your organization on your website in an easy -to- search - and - retrieve format for your site
visitors. The Job Posting Module allows you to provide as many details as you like and link to a number of files
supporting the available position(s), with the ability to allow the visitor to download a job application and email their
resume to the person /department of your choice. Website visitors can sort jobs by date or job type, and can sign up
to be notified of new jobs through the Notify Me® Module. You can also choose to allow for online applications using
the Online Job Application Module.
The Job Postings Module can also be set up to allow employers within your community to be able to post their own
available job openings in a controlled environment on your website, helping to boost your community's economic
standing and further make your website the hub of information within your community.
Online Job Application
Save yourself and your residents' time, save paper and give your website users instant access to apply for available
positions with the Online Job Application Module.
Allow applicants to apply completely online by filling in the application, attaching supplemental paperwork and
submitting to your HR department, with applications time- and date - stamped. Applicants can also create an online
profile, which allows them to update their application and apply for other jobs without filling out multiple applications.
Your staff can be notified by email when a new application has been received, which then allows you to view, sort
and download submitted applications. And fear not about lost applications — they're kept in a database on the website
for easy retrieval.
Real Estate Locator
The Real Estate Locator helps attract incoming businesses and residents by providing a one -stop shop for available
real estate listings in your community. Properties — commercial or residential — can be organized by and searched for
by neighborhood, street or zone, and price range.
Additionally, the Real Estate Locator can be set up to allow realtors and brokers the ability to post their own available
properties in a controlled environment on your website, further helping boost economic development.
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Interactions & Communications Modules
Alert Center
The Alert Center provides an efficient and noticeable way to get
important news out to your community, whether it be local
inconveniences like street closures and road conditions or critical,
up -to- the - minute emergencies like flood warnings and Amber
Alerts. With one click, graphics and information can be activated on
your website from a variety of layouts that best fit the alert's
importance, with public notifications sent out through email, text
message and social media.
When a user clicks on an alert that is displayed on the site, they will
be taken to the module information that details the alert, as well as
provides photos, links to other resources and a history of updates.
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The Blog Module helps open up the lines of communications between administrators and citizens, increasing
government transparency and citizen interaction. The Blog features the option to allow citizen comments for feedback
(comments can be moderated before being published to the website).
Community Voice TM
Community Voice TM is an interactive module that uses citizen sourcing to create dialog on your site while allowing
you to showcase things you are implementing in your community. The module encourages citizen idea submission,
engaging discussions, voting, user recognition and more. Your site administrator creates general topics that citizens
can provide input on. Citizens can create a user account through My Dashboard to submit their ideas, leave
comments and vote other ideas up or down within each topic.
Showcasing Community Voice on your website increases communication and citizen satisfaction within your
community, showcases projects and initiatives within your community, and helps consistently drive traffic to your site.
Carbon Calculator
Help your website keep up with green initiatives by allowing your citizens to track their carbon footprint.
Healthy City
Help keep your citizens more health- conscious by giving them a way to track their daily and weekly exercise routine.
Media Center with Live Streaming Video
The Media Center Module provides an affordable way to upload video files and stream live video right through your
website without the need to purchase costly third -party solutions.
Media Center is optimized for the storage of video files, but it takes you a step further by providing an avenue to
stream meetings, demonstrations and events right through your website. All you need to get started is a camera
connected to a computer with internet access.
This unparalleled offering from CivicPlus comes standard with our product with 10 GB of storage (roughly 40 hours),
something our competitors simply cannot match.
My Dashboard
With My Dashboard, residents and users can set up a profile on your website that allows them to pick and choose the
information that automatically becomes fed to their dashboard upon site login. In one simple and streamlined view,
your users can immediately see important news, available job openings, keyword searches, favorite pages, calendar
feeds and much more.
Your users will be able to login to My Dashboard using the Facebook Connect feature, negating the need for multiple
usernames and passwords.
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V �
Notify Me®
With Notify Me®, visitors can sign up to be notified via
email and /or SMS text message about community
activities, meetings and other updates to your website.
Users can self- manage multiple subscriptions at once,
and unsubscribing is easy. You can send out unlimited
emails, and the first 500 text message subscribers are
free, with the option to add more for an additional fee.
This module automatically integrates with our Alerts
Center, News Flash, Calendar, Job Postings, Bid
Postings and Blog modules. Also, administrators can
create as many Notify Me® lists as they want.
Notify Me® supports HTML and plain text versions of
email messages, and newsletter templates can be created for added presentation quality.
You can set up notifications as drafts and set them to send to subscribers at a specified date and time. Additionally,
most current subscriber notification lists can be imported to our system, while the email lists created by your CivicPlus
system can be exported for other files and /or purposes.
All of these features make Notify Me® an excellent and valuable communication tool for your website, allowing you to
continuously stay in contact with your residents by sending them important information updates that they are
interested in receiving.
Postcard
Highlight your community by giving visitors the opportunity to email virtual picture postcards with personalized
messages.
Social Networking & Gov 2.0
CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help
governments connect with their residents in unique and innovative ways. From community- centric pages on
Facebook to real -time Twitter feeds that can deliver emergency alerts, we are dedicated to helping our clients
integrate their web content into the most dynamic social media sites and make their marks in the world of Gov 2.0.
Other social networking sites (such as Linkedln, YouTube, Pinterest, etc.) can be featured on your website as links to
your organization's profile on those particular websites.
Facebook and Twitter
Many governments are finding Facebook to be an essential part of their online presence, as it provides another
avenue to share news, announcements, events, pictures and videos with a wide range of regular site visitors.
CivicPlus can create your Facebook page and sync your website to your Facebook profile to automatically publish
news and calendar events on Facebook with a link to your website for more information.
Twitter's short, 140 - character "tweets" offer a way for municipalities to distribute information quickly and effectively.
CivicPlus can link your website to your Twitter account for automatic publishing of news and announcements such as
road closings, meeting schedules and emergency notifications.
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Administrative Features
Feature
Description
Instantaneous
Updates are posted to the live site in real-
Timesaver — Ensures your site is
Updates
time once the administrator publishes the
communicating the most up -to -date
page.
information.
No installation of programs or software
Convenience — Updates can be made
Browser Based
needed, meaning you and your staff can
anywhere at any time.
update the site from any Internet connection
Money Saver — Does not charge a per seat
or platform (Mac or PC) at any time.
rate to install software.
Immediately update your site from any
Crisis Communication — Warn audiences
Mobile Updates
location with urgent announcements using
of crisis situations from anywhere at any
your tablet.
time.
Direct access to a queue of items waiting to
Action Items
be published or reviewed by the
Convenience — Helps the administrator stay
administrator provided immediately upon
organized and timely with the site.
login.
Powerful site search automatically indexes
Knowledge —The search log serves as a
Site Search and Site
all content making it easy for all visitors to
tool in making decisions about updates and
Search Log
find information. This feature also keeps a
upgrades as well as placement of key items
p y
log of all words that are searched by your
n t
on the homepage.
visitors.
Automatic Alt Tags Built -in features ensure your site is Section
508 compliant.
Application Programming Interfaces (APIs)
Convenience — Editors do not need to know
Section 508 requirements as the system will
automatically format to accommodate for
Section 508 compliance.
We have nearly a dozen application programming interfaces (APIs) scattered throughout the system and continue to
build more to make integrations with the GCMS® and disparate applications as straightforward as possible. It's this
"open architecture" approach that allows your IT staff and programmers to spend time creating applications and
systems that are specific to your community's needs and tie them into the site, using the site itself as a sturdy
platform on which to build. Maintaining the site's base code will fall on CivicPlus' shoulders, saving you time, effort
and, most importantly, money.
Bad Links Identifier
You may not be aware of any broken links on your website, but your guests are. This module creates a list of the
broken links on your site when they are accessed. It also allows a site visitor the ability to enter comments concerning
how they accessed the page. On the administrative side of the system an asterisk alerts you that a comment
concerning a bad link has been posted.
Content Creation
Recognizing that not all site administrators possess high levels of technical expertise, the CivicPlus GCMS® makes it
easy to add new content, edit old content, and keep page layout consistent through use of our WYSIWYG editor.
This front -end edit feature makes updating website content even quicker and easier, as users have point - click -edit
access to information, right from the front -end of the website. To edit content, all you have to do is follow the steps
below.
Step 1: Find the page creation icon, and click on the area of the website that you wish to edit.
Step 2: Make changes to the website, then click'Save'. Changes are immediately reflected on the site.
A great tool for users to update the website from the public view, CivicPlus' Live Edit allows you to see where your
information will be posted before you make any changes. If you would like to move a page under a different
department or move the entire department section of your website to a different location, just follow the steps below.
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Step 1: Find the page creation icon, and click on the section of the navigation you wish to move.
Step 2: Drag- and -drop the page or section in its new location. Changes are immediately reflected on the
site.
The page content creation functionality is separate from the overall design of the site, the content will reflect font
sizes and styles associated with the various heading levels and content types. Content changes will not affect the
design, though the site breadcrumbs, page structure and sitemap will dynamically update upon publish of any content
changes.
Unlimited pages can be created with the CivicPlus GCMS® and there is no limit to the depth of pages that can be
created. You are responsible for the depth of navigation. With mega menus and dropdown and pop -out menu
functionality, you can essentially get to any page on your website within a single click if you desire.
Content Library
The Content Library features galleries full of templates and pages all at your fingertips. It is a way for you to create
and share page templates and layouts between coworkers, departments or with the entire CivicPlus community. The
Fire Department is not sure what pages to include under their section? Find examples in the Content Library. Want to
share a great page that you made on your website? Share it with the entire CivicPlus community.
Templates and pages are categorized by type or department and available in all site sizes. CivicPlus includes its own
personal picks and best practices for each type and department. Pages and templates can be voted on and rated by
your peers, with the ability to view top downloads and top contributors from the entire CP community. The highest
rated and downloaded templates will have their creator placed in a CivicPlus Hall of Fame.
Content Scheduling
When creating an entry, simply select the date and time desired for the material to publish and /or unpublish. Material
can be set to auto - unpublish or it can be manually retired.
Every aspect of the system has the ability to have expiration dates. These dates are logged in an Expiring Items
Report and can have an automatic email sent to you 72 hours before it is set to expire. When items expire they are
unpublished from public view but will remain in the system until someone manually removes them from the archive.
This allows you to bring the page back at any time with updated content.
Content Versioning
The GCMS® includes version control, a history log for reviewing changes made within the system, file locking
through our permission system and an archive of all published content so that previous versions can be accessed or
used, if necessary.
Archived content can be viewable by the public if desired, but is typically not shown on the public- facing side of the
site and just housed within the Archives. Administrators and staff with module access may access those archives,
others will not see them.
Dynamic Layout
The layout for your website is determined by you and the designer. The placement of navigation and dynamic areas
are important in guiding site visitors to key information quickly and easily. Our consultants make recommendations
based upon website -user studies and research on best practices.
Dynamic Page Components
Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page
components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site
appear as its own website. For example, the entry page for your Parks and Recreation Department can be
customized with specific lists of events, FAQs and news announcements pertaining to that department.
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Dynamic Breadcrumbs & Site Map
When a user visits your site, Dynamic Breadcrumbs are used to show their location within the website. Breadcrumbs
are automatically generated by the CivicPlus system. This feature assists a site visitor in understanding the site
structure and navigation. A dynamically generated site map automatically updates itself to your menu system. So if a
menu item is renamed, added or deleted in your navigation, the site map will reflect those changes.
eCommerce Integration
While CivicPlus does offer our ePayment Center, we also work with numerous trusted third -party payment processors
to handle payment and account information, allowing your citizens to easily log on and pay bills ranging from property
taxes to utilities. The payment processor used for transactions is dependent upon the municipality's wants and needs,
with every effort made to ensure a clean, seamless on -site presentation of the payment portal.
Of the vendors that we've worked with, many allow for one -time credit card or debit card payments, payment through
the Automated Clearing House (ACH) network and even Interactive Voice Response (IVR) payment options via
telephone. Many give users the option for automatic bill payment, with payment being automatically withdrawn from
the specified account on a certain day each month. These payment processors feature payment and usage reporting,
and all of our eCommerce partners meet the Payment Card Industry's Data Security Standard (PCI DSS). Integration
of third -party vendors is subject to scope and additional fees.
History Log
Easily track changes made to your website by all of your users with the History Log. Track changes made to items in
your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable and
exportable.
Integration /Interfacing
CivicPlus has performed a variety of integration services for our clients, all of which work cohesively with most third -
party software applications. The CivicPlus GCMSO is different from other standard design programs, in that we have
the ability to link with most software or databases you are currently utilizing. Systems such as purchasing, taxes,
assessment and utilities have been developed for many of our clients.
Integration can take place on varying levels, from simply linking to a third -party- hosted site to dynamically drawing in
content from other existing sites to actual custom programming to integrate services into our GCMSO. Our typical
method of integration involves dynamically scraping content from an existing web application, allowing continuously
updating content or form fields to access an application to be drawn directly into the CivicPlus- created site.
If a web interface currently exists for an application on a client's web server, we recommend moving it to a third -level
domain so that it can remain active when the CivicPlus site is launched, CivicPlus can then draw in that content from
the third -level domain directly into the primary site at a lower cost than actual integration into the GCMSO.
If true integration rather than interfacing is required, the project will need to be more fully scoped and additional
charges may be incurred.
Intranet
We can set up an Intranet for your site to be used by employees or other groups that need to share non - public
resources. An intranet is a secure location on your website that allows employees to login and access information
specific to them, and you have the ability to set up multiple Intranet groups with varying view rights.
Most modules available to the public on your site are also available for use on the Intranet. For example, you can use
the Calendar Module to notify employees of work events, FAQs to answer questions about wages, Notify Me@ to
send notification of flexible benefits deadlines, and News Flash module to let employees know of births, marriages
and other personal events.
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Levels of Rights
Most information is constantly changing and needs to be updated frequently. With CivicPlus, each department is
capable of updating their own content. Even though each department can update their own information and web
pages, the menu structure, top of page, banner and navigation throughout the site remains the consistent.
A central administrator is given the ability to establish groups with specific rights and capabilities to update the
website. Users are then assigned to those groups based upon the role they will have in updating the website. Users
of the administrative system may be defined as publishers or authors of the content, or as administrators of modules.
A central publisher for each department can then approve the pages.
LDAP Authentication
LDAP authentication provides our clients with a powerful and simple way to manage users and permissions within our
system by syncing your website up with your existing active directory database, negating the need for multiple user
upload and sign -on. Features of this functionality include:
• Log on with existing network account credentials
• Automatic user creation
• Automatic permissions setup
• Integrate with other non -LDAP authentication systems
• Easy -to -use "remember me" sign -in
• Security features like "next required login"
Because LDAP authentication requires custom programming time, additional fees apply.
Link Redirects
This is helpful in marketing an area of your website by creating a web address that is easy to remember. A more
obvious link is great for print materials and much easier to tell people how to find a particular page on the website.
Maps — Clickable, JavaScript or Flash
Help website users find commonly requested information such as:
• Bus schedules
• Parks Clickable Area
• Walking tours
• Bike paths
J
• Trash pick -up schedules I
• Location of highways '
• Tourist attractions
• Education information
• Major employers
• Demographics
I
Maps can be customized as simple, clickable maps through the use of our Image Map Editor, or more sophisticated
JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to
present your community to web visitors.
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Maps can be customized as simple, clickable maps through the use of our Image Map Editor, or more sophisticated
JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to
present your community to web visitors.
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Portal Page Development
Portal pages are often developed to bring numerous site resources together into one central entry location. Creating
a graphic overview, the portal provides direction to a diverse group of site visitors while reinforcing your website's key
message. Portal pages may be simple links or may be developed using animation such as JavaScript or Flash
programming. Because there is additional design and programming time involved with portals, additional fees apply.
Printer Friendly
Our printer friendly functionality does more than simply call the browser's print command — it separates the critical
content from the template so as to give a clean presentation of the information that needs to be printed without the
menu structure and banner information.
RSS Feeds
RSS stands for Real Simple Syndication, and in short, it's a way of bringing your site to the people rather than waiting
for them to come to your site to find out new information. When a user signs up for RSS feeds, they receive email
notifications of the latest news updates without having to visit your website. RSS begins by downloading a free reader
and then subscribing to the feed. Then, as often as the website is updated, the subscriber receives notifications of
these updates at their earliest convenience.
Site Search
On the public side of the site, we supply all our clients with a robust site search with advanced search features. The
CivicPlus Site Search will search through web pages on your site, PDF documents, any module entries and
document files. Video and sound files are searched by name. The Site Search organizes the results by the type of
information (calendar item, web page, Microsoft files, PDF documents, etc.)
With the Site Search Log, site administrators can review a history of searched -for words by frequency, date, time and
exact terms input by site visitors. This is a helpful tool for your site users and also a means of keeping your staff in-
the -know of what items are being regularly searched on your site.
Supported Browsers
Websites built by CivicPlus are viewable in all common browsers. however, they are optimized for administrative use
with Windows 2000+ and supported in the two most recent versions of any major browser including: Internet
Explorer, Firefox, Safari and Chrome.
Website Statistics
In order to review how your site visitors are using the site, administrators will be trained on the use and analysis of the
web statistics, which are provided through Piwik Analytics. Important information can be pulled from this data in order
to make decisions about the use of the website.
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Software and Hardware Platform
CivicPlus' Network Operations Center — based in Kansas City, MO — is set up specifically for website hosting and
administration. Redundant power sources and internet access ensure consistent and stable connections, and regular
hardware upqrades make certain that CivicPlus- hosted sites are maintained on up -to -date, reliable equipment.
Hosting With CivicPlus Includes:
• Shared Web /SQL Server
& Diesel Powered Generator
• DNS Consulting and Maintenance
0 Nightly Tape Backup
• Monitor Bandwidth- Router Traffic
Intrusion Detection and Prevention
• Redundant ISP
0 Antivirus Protection
• Redundant Cooling
0 Hardware Upgrades
Physical Security
Biometric access
•
Proximity card key system prevents unauthorized access to servers
•
High - resolution, closed- circuit video with time lapse recording covering secured
areas
•
All visitors require a full -time escort within hosting area
•
Redundant cooling systems
Power
All systems fed by uninterruptible power supplies (UPSs) with diesel - powered
generator backup
Bandwidth
1GB burstable internet capability with option to expand
•
Multiple carriers to provide redundancy for continuous connectivity — including
MCl/Verizon, Hurricane Electric and Cogent
•
AT &T: 45Mbps fiber optic network
•
Cox: 100Mbps fiber optic network
•
BGP internet routing, continuously monitor and manually balance internet load
between carriers for optimal speed
Monitoring
Round - the -clock (24/7/365) monitoring of all critical components, including: internet
connectivity, servers, routers, switches and power systems
Backup
Tape backup performed daily
•
Off -site tape archive
Antivirus Continuously scan system
• Signature files auto - updated every 4 hours from national registry
Data Security Server operating systems applied as necessary
• Router level port blocking and reporting
• Router level packet filtering and reporting
• Server level port blocking and logging
• Ongoing security analysis by Cisco security specialist
Data Redundancy RAID Level 5 data storage array
• RAID 1 + 0
Intrusion Detection • Redundant Palo Alto Advanced Services Firewalls
Staff Certifications Full -time electrical engineers (EE)
• Full -time Microsoft - certified systems engineers (MCSE)
• Full -time Cisco - certified network associates (CCNA)
• Full -time Cisco - certified network professionals (CCNP)
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Implementation and Training
Only CivicPlus offers the depth and breadth of staff for next- generation eGovernment communication projects.
Depending on the size of and duration of your project and whether you utilize our creative, branding and advisory
consulting teams, we will engage between six to 11 experienced staff members, representing approximately 7 -13% of
our full -time staff.
Utilizing his strong technology background, your dedicated regional sales manager, Danny Elmore, initially works with
you to determine the best solutions for your administrative users and website visitors.
A member of our seasoned project management team oversees the inter - departmental and client interactions,
assuring that your project will be developed in a timely manner by professional website experts. Using their
knowledge of effective online citizen engagement techniques — with specific case studies and examples — they will
ensure the process transitions smoothly from phase to phase. After the completion of each phase, you will be
encouraged to fill out a survey rating the project process as well as CivicPlus personnel. The CEO receives the
surveys and is personally accountable for your satisfaction, which we guarantee, or we'll refund your money.
Award - Winning Designers
Custom -Wilt. non template design
Programmers
Implement CivicPlus GCMS
Content Experts
Development & quality control
End -to -End Trainers
Best - practice educolion
Always -There Suppod
2417/365, live, unlimited
You Project Manoger
C_c;rvAlo ' i,ding you
through development as an
advocote for your success
A Process Dedicated to Helping You Succeed
Upon completion of a custom design, setup of the website, development of modules, content development and
quality control review, your trainer works to ensure your staff masters the simple Government Content Management
System (GCMS(D) and learns basic website usability concepts. Your new site is then launched and your support calls
are handled by our Client Care Department.
Your Role
Your role during the project will be to answer questions, provide input, gain your staffs feedback to complete forms
and provide necessary information so CivicPlus can develop recommendations for your design, navigation and
content. Your project manager will explain the work required to achieve your goals. Pre - project, on -site strategic
planning sessions can be added to the project at an additional cost.
"A company is created by its people. The CivicPlus staff is phenomenal. CivicPlus is going to understand
what your town means to you and your residents and how you want your town or city to appear. They are
just as passionate about promoting your area as you are. "
-Karen McGrath, Castle Rock, Colorado
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Our Project Development Approach
Consulting, design, usability guidance, programming, secure hosting and dedicated training -- CivicPlus delivers all of
this and more during the development of your new website.
Consulting
Website Preview
Presentation
Website Reveal
Presentation
Design & Content
Review
Website
Go Live
1 2 3 4 5 6 7 8 9 10 11 12 13
14 15 16
Weeks
Typical Project Timeline
Timeline
Phase 1 - Consulting (may vary with on -site meetings)
4 -5 weeks
Includes: Needs assessment, best practices, and takeaways assigned.
Phase 2 - Website Preview Presentation
Includes: Layout presentation, mood board and main navigation review, design feedback meeting and
3 -5 weeks
approval and takeaways assigned.
Phase 3 — Website Reveal Presentation
Includes: Presentation of a functional website based on goals, recommendations and combined vision;
3 -4 weeks
final approval and takeaways assigned.
Phase 4 — Customized Website Training (varies based upon amount of content)
3 -4 week
Includes: Customized to give your staff the skills they need to maintain your website.
Phase 5 — Go Live
3 -4 weeks
Website Launch
16 -22 Weeks
(On Average)
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Kick -Off Meeting
During the initial kick -off meeting, you will meet your project manager, senior content developer and senior designer.
You will work with your project manager to establish your project timeline, review the startup kit and discuss the
takeaway items that need to be completed prior to consulting.
Whether you prefer a more relaxed schedule or a more aggressive timeline, your project manager will discuss the
implications of deadlines and the expectations required to keep the project on track. Timelines may be modified upon
discussion with your project manager.
Your Role
Tasks your staff will need to complete
• Assess Your Current Website
For the best consulting experience possible the following takeaways need to be completed prior to your
consulting:
The 6 Stages of Digital Community Engagement Survey — You will take a 3 -5 minute online
questionnaire to determine where your current website fits on the Community Engagement Scale,
www.digitalcommunityengagement.com.
Department / Division Form - This form will be filled out by each department or division. Each department /
division should have an understanding of what services they provide, to whom they provide those services,
how they are currently communicating information, their future online communications goals and what they
like /dislike about their current web presence.
Functionality and Design Form - This form will be filled out by your project web team. Prior to starting this
form, research other websites that you like based on functionality and design elements. Provide URLs and
specifics about what you like. This form also asks for details on your community's tagline, logo and branding.
Training Information Form for Departments - This form will be filled out by your project web team to help
CivicPlus understand the pain points you encounter in your job. We will call out ways to address your pain
points during your training sessions.
Web Team Form - This form will be filled out by your project web team. Prior to starting this form, please
have an understanding of your project goals, focus and expectations. This allows your CivicPlus Project
Team to develop a site specific to your needs and lays the foundation for developing a highly
functional information architecture.
• Clean House
Update the content on your current live website. This step is critical to guaranteeing the information available
is relevant, fresh and on- point. Your staff should delete any pages from your current website that you no
longer want or need and ensure the remaining information is applicable and up -to -date.
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Phase 1: Consulting
A CivicPlus consultant will work with you to determine the right direction for your new website. The items you
complete prior to consulting play a critical role in establishing the best approach for your site. The items to be
reviewed are:
• Needs Assessment
Review the 6 Stages of Digital Community Engagement Survey to determine at which stage your current
website ranks and set a goal for your new website. Review the goals and expectations you submitted on the
Web Team Form to make sure there is a clear understanding of what the new website needs. Together, we
will establish what it will take to meet your website goals regarding design, content and engagement.
• Functionality & Design
Review the information submitted via the Functionality & Design Form to make sure there is a clear
understanding of what the new website has to have.
• Department Needs
Meet with your departments to ensure a clear understanding of CivicPlus' Best Practices & Standards for
content and gather information on the potential pain points for each department.
Your Role
Items your staff will need to provide:
• Website Statistics
Gather statistics from your current website from the past 12 months.
• Photos and Template for PDFs
Collect pictures to be used in the overall design of the website. Provide a MS Word document template that
features your branding / logo. This will be used when converting content into a PDF.
• List of Departments
Compile a list of all divisions and /or departments within your organization.
• Applications
Submit a list of third -party and in -house developed applications presently being utilized on your website.
• Site Map
Pull a site map or outline of your current website's navigational structure. This gives a clear overview of the
existing information on the website, including the number and location of pages.
• Content
Provide a list of any content on the current website that must remain as is (verbatim) because of legal
requirements. Continue updating the current content on your website.
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Phase 2: Website Preview Presentation
Based on your results and goals outlined during consulting, your Project Team will collaborate to present the most
effective user interface for your website, ensuring a flexible design optimized to display in any format now and in the
future. Deliverables include:
Layout
You will be presented with two custom layouts that showcase the placement of your navigation and key functionality.
Very similar to the floor plan of a house, each layout will allow you to focus on where things are and if the function
and proportion of the space is adequate.
Website Layout
The examples below are not template layouts. They were created based on specific clients' goals, during their
consulting phase. Though layouts may contain the same elements, you must keep in mind that they can be arranged
differently.
COUNTY voe...... ate..,..., .,a......, o.o....... do.........®......
SEAL
& SITE ID
ROTATING
IMAGE ••� -mom �•••- -��
SLIDESHOW
TABBED AREA SPOTLIG'
FOR NEWS & MODULE
CALENDAR
WELCOME! -•
■r� WIM
What will your
website's floor
plans look like?
Intuitive, Usable Main Navigation
Simple navigation and consistent page layouts ensure that your visitors can easily find the information they seek.
We'll provide you with a complete recommended navigation for your new website based on your community
engagement goals and our prior experience in working with government entities.
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Mood Board
Your Project Team will also present a custom mood board reflecting the color and imagery that will set the tone for
your design.
What is a "Mood Board "?
A mood board is a collection of colors, textures, images, graphics, text and descriptive words. These items will be
applied to the floor plan you choose. Think of this as the paint that will be used on the canvas that you have chosen.
Example of a Mood Board
Color Scheme
Photography
D
Typography
Charter BT Bold
Primary graphic font
Your Role
• Approval
Textures & Patterns
y+.
Rd
Graphic Styles
Icons 1- N�2
News Announcements
L.— Ipsum Dolor Dui, Amat Consoam,
Duffs auM inure aui rcr. ^:-•: -cr; -.. > naria;ur
eur.•nra: Ierrrmr
Lerem Ipsum Dolor D is Amer DAnsecletur
Dom out& Irure ! p 3 psnavf
eiusncd tenpc
L .:.r.
GOTHAM BOLD Aria]
SECONDARY GRAPHIC FONT Wob- sale font lorLexto•nawgratonagdwntent
Once you approve your layout and mood board, your designer will begin development of your design.
• Marketing Packet Meeting
Review marketing packet materials and guidelines.
• DNS Worksheet Due
You will need to ensure that CivicPlus has all the necessary DNS items identified for your website launch to
be successful.
"The design phase was great. Your design team was really great. They could take our little comments
and make our design reflect our city. They were so good about making our changes and coming up with
great ideas."
Melissa Weiss, Creve Coeur, Missouri
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Phase 3: Website Reveal Presentation
Your Project Team will present a fully functional website based on your goals, our recommendations and our
combined vision. The team will explain how its expertise has shaped your design and transformed your navigational
structure. Your website is now 85 percent complete and, with minimal time investment, your website will be ready to
launch!
Content Migration
During the Kick -Off Meeting and Phase 1 your staff had the role of updating the content on your current site. While
you were making design decisions, our content development team will optimize and reorganize your content based
on CivicPlus best practices.
The CivicPlus content usability experts research and establish their standards from the following resources: Jakob
Nielsen, www.Usability.gov and www.HowTo.gov. We will format and reorganize your content so it is easy for visitors
to quickly scan and retrieve desired information. We will also bring over your agendas and minutes. There is no limit
to the pages you can create after you have gone through training.
Design/Wireframe Review
You will have the opportunity to evaluate and collaborate with the Project Team on proposed changes. You can
revise your design composition as many times as you deem necessary, up to the deadline that you and your project
manager agree upon during the timeline meeting (the average client requests a total of three). After that deadline,
your project's Go Live date will be adjusted.
Following design approval and functionality development, we conduct a review to ensure your expectations are met
and website best practices are upheld. Custom designs are rarely produced in anticipation of a project. Copyright
authorization and /or photography production are required unless you already have quality, usable photographs.
Additional fees for stock photographs or other images are not included in the estimate.
Accessibility Compliance
Our designers and programmers automatically implement all the accessibility features necessary to ensure your site
is compliant with accessibility standards outlined within Section 508. We will make recommendations on best
practices for keeping your content accessible and available for all users by ensuring that, among other things
• All menu items are clickable
• Submenus display throughout the site
• Alt tags are used for images
• Site maps are dynamically generated
• Documents and links can be set to open in the same window
CivicPlus recognizes accessibility standards recommendations made by a variety of groups, including the World Wide
Web Consortium (W3C) and the Web Accessibility Initiative (WAI) as written in the Web Content Accessibility
Guidelines (WCAG). Through adherence to Section 508, CivicPlus is able to meet almost all Priority One, Two and
Three guidelines set forth in the WCAG. Those left unmet do not need to be addressed in order to allow basic access
to content; some of the more stringent requirements of the WCAG may limit design and content development options.
Your Role
• Approval
Evaluate presented design and revisions until you are satisfied.
• Content Review
You will review your new website's content and create a list of all the items you would like to see changed.
Your CivicPlus trainer will go over your list with you during training, so your staff can gain hands -on
experience.
• Training Preparation Meeting
We will help you identify the skills and tools your staff needs to quickly and easily update your website.
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Phase 4: Customized Website Training
Our goal for training is to give your staff the skills and tools they need to quickly and easily keep your website current.
Trainers will work with you to ensure your staff is correctly trained. Before your site is launched, CivicPlus provides in-
person or online webinar training to equip your staff with the knowledge, tools and comfort level needed to maintain
the site's integrity upon Go Live.
We want to make this an enjoyable experience, while encouraging your staff to participate in learning activities that
give them a comprehensive understanding of your website. Regardless of technical ability, we will help your staff gain
the confidence to effectively maintain your website.
Website Best - Practice & Usability Consultation
Based on your internal daily tasks and workflow, CivicPlus consultants share best practices with your staff for
delivering automated services to your site's visitors. One -on -one or department- specific task analysis is included.
Each hands -on session is designed to enhance your team's communication skills and highlight their individual
specialties that emphasize your public value.
Features, Module & Page Creation Training for Administrators & Content Contributors
To better understand your site's navigation and page layout and how these affect target audiences, we will instruct
your staff on creating area - rights and back -end features for site administration as well as review all the modules
included with your site. Your staff will learn how to create links, format text and lay out pages for usability and
scannability.
Typical CivicPlus Training Schedule
Admin Training
Modules (cont.)
Introduction to Website
News Flash
Admin Dashboard
Document Ctr. / Archive Ctr
Admin Tools
Opinion Polls
Intranet
Staff Directory
Urchin Statistics
Resource Directory
Set Up Groups & Users
Notify Me®
Modules Training
Jobs, Bids & OJA
Quick Links
Photo Gallery & Postcard
FAQs
Slideshow
Calendar
My Dashboard
Modules (cont.)
Media Center
Alert Center
Community Voice
Facilities & Reservations
Forms
Request Tracker
Agenda Center
Featured Info
Real Estate Locator
Carb. Calc. & Healthy City
Pages & Wrap -Up
Page Creation
Advanced Page
Creation
Assist departments and
staff in page creation
Consult with
departments and staff
on further development
and ways to enhance
site
Wrap -up session
Training schedules vary depending on the number users to be trained and hours available but will cover the topics
shown. Training manuals are available online and can be downloaded at no cost.
"CivicPlus is the company for municipal websites. 1 can't imagine working with anyone else."
- Krystal Bruton, Hlnesville, Georgia
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Phase 5: Go Live
Your Project Team will provide you the information you need to prepare your site for Go Live. This is an exciting time;
it is the last step before your new site launches!
Testing and Review
You typically have three weeks after training to become familiar with your site. This will allow you to add, create and
make adjustments to content on your production site, as well as ensure overall satisfaction with your website. Content
changes will display and function the same way before and after your Go Live date.
Upon completion of a collaborative final review of the website and a final spelling and links checkup by our Quality
Control Team, your domain name is directed to the newly developed website.
We will confirm that your initial communication goals developed in Phase 1 have been met, and then your new
website is launched to the public. You will continue to receive both technical and consultative support.
Search Engine Registration & Optimization
Before Go Live, your site will be registered with the top search engines. A brief description and a list of key words
pertaining to your new website will provide search engines the necessary information to find the website when a user
enters a search for your website.
Search engine optimization (SEC) is an important tool to improve search engine page rankings. CivicPlus uses
several methods to improve the SEO of our websites. These include development of quality content, use of strong
keywords and solid page descriptions. In the near future, changes are planned to further strengthen SEO for our
clients. These changes include but are not limited to: user friendly URLs, optimized images and improvements to the
site map and page descriptions. These changes will help drive your website to the top of search engine results.
Continued Communication
After your site launches, CivicPlus provides ongoing support. As your site grows, our support team will ensure that
you receive the following resources:
• Press release creation
• Monthly e- newsletter
• Website award submissions
• CivicPlus online support
• Annual site reviews
"With CivicPlus, you're not just getting a website. It's social media, it's emergency alerts, it's my weekly
blog, it's the mobile version of the site. Our website is tied to Facebook and Twitter, so updates are
automatic. We're pushing information to where the people are. What good is all the good in your
community if no one knows about it ?"
Thomas Russo, Numurn fuvrnshrp, New Jersey
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Responsive Design
Design is not only about reflecting your community's unique personality, but also about the citizen experience. Every
day, more users visit websites using tablets and mobile devices than ever before. Those users are looking for the
same content and features available on the full website — CivicPlus' responsive design capabilities open the door for
a truly device - independent experience.
Through dynamic resizing of graphics and architectural elements, responsive CivicPlus sites alter their presentation
to fit whatever devices citizens are using to access the content — mobile devices, tablets, laptops and desktops.
There's no need for separate mobile versions of the website that may limit the amount of content that can be
displayed. A responsive site covers all devices and all screen sizes. This means more than a trendsetting way to view
content; it means accessibility and communicating with your citizens in the ways they expect.
In addition to responsive design, CivicPlus can meet your accessibility needs through a number of other methods,
including custom mobile applications for specific smartphone or tablet operating systems and our advanced mobile
detect and display technology, MuniMobile. Your project teams will consult with you regarding the possibilities of all
options, ensuring your new site meets both your needs and your citizens' expectations.
GoCitizen Pro Custom Mobile App
The CivicPlus GoCitizen Pro Custom Mobile App is designed to look and work great on both iOS and Android mobile
devices. Designed to keep users informed, content and alerts can be scheduled for automatic delivery. The controls
are simple and easy for anyone to use. The GoCitizen Pro app is connected directly to your CivicPlus website; your
content will always be in -sync with your mobile site visitors. Our professional staff makes sure the system stays up -to-
date with hardware and software upgrades. This will ensure a system that is always optimized, secure and problem -
free.
We work closely with our clients to match the aesthetics of their application — from the splash screen to the
background imagery to the banner — with their website to create a polished and seamless theme across the different
media with which your site visitors are interacting with you. Our mobile app is available for an additional fee.
Benefits of the GoCitizen Pro:
• Cross - Platform Compatibility. GoCitizen Pro is designed to both look and work great on both iOS and
Android mobile devices. The controls are simple and easy for anyone to use.
• Push Notifications. The GoCitizen Pro mobile app will keep your citizens informed. Content and alerts can
be scheduled for automatic delivery, freeing up local administrators for more pressing tasks.
• Fully Integrated. The GoCitizen Pro app is connected directly to your CivicPlus website; your content will
always be in -sync with your mobile citizens. Our professional staff makes sure the system stays up -to -date
with hardware and software upgrades. This will ensure a system that is always optimized, secure and
problem -free.
• Custom Design. We've got it covered. We work closely with our clients to match the aesthetics of their
application — from the splash screen to the background imagery to the banner — with their website to create
a polished and seamless theme across the different media with which your citizens are interacting with you.
• Emergency Alerts. Alert your citizens about emergencies in the community quickly and efficiently right to
their mobile devices.
MuniMobile TM
CivicPlus' MuniMobile TM feature ensures that your website will have a mobile - compatible version, automatically, with
no extra work required. Given the near - ubiquitous demand for full - mobile sites, CivicPlus offers this functionality
at no additional cost.
The design, navigation and content of your website will be automatically configured in such a way that a person
viewing the site from a mobile device will still be afforded the same ease -of -use and intuitive setup as if they were
navigating the website on a computer, with an option to view the full website available as well.
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System Ownership
Under our standard operating model, our clients own all data and software associated with the website — the design,
the page content, all module content, all importable / exportable data, all archived information and the GCMS®. This
allows them the peace -of -mind of remaining in total control of all website content and functionality. While hosted and
maintained with CivicPlus, this data is never shared, and CivicPlus retains tight controls over our hosting operations,
allowing for daily site backups, redundant power and internet systems, site redundancy and emergency recovery
procedures.
If the contract between your organization and CivicPlus were to be canceled due to the wishes of the client, our
Support Department would work with you to transfer all associated data and software in order to make a smooth
transition to the client's new hosting arrangement and, if necessary, management platform.
In the highly unlikely event that CivicPlus were to cease support for the software due to bankruptcy, acquisition, a
change in business operations or other circumstances, you would also receive full and complete control of all website
data and software.
Under either circumstance, provision of the core code, all associated modules and functionality would allow the client
to move the entire website to an alternative hosting location without altering the management tools or modifying
operation of the website in any way.
Ongoing Training & Support Opportunities
We want your website to be an investment that holds its value over time rather than a big expense that you have to
budget for every few years. We apply this same thinking to our approach toward training and support, too. After the
launch of your website you should be able to keep current staff as well as new -hires trained and supported as they
update and maintain your site. CivicPlus offers ongoing training and support, as well as the incredible resource of
more than 1,500 other municipalities that use the CivicPlus Government Content Management System (GCMS ®).
Stay up to date and always informed with unlimited access to:
CivicPlus Connection
When you join the CivicPlus community, you're connecting with our
entire staff as well as a network of more than 1,500 cities, counties and
other government entities that use the CivicPlus solution. CivicPlus
Connection — a social network for CivicPlus users — invites our
customers to engage us and each other even more!
By logging onto CivicPlus Connection, you can:
• Earn different levels of CivicPlus certification, from contributor to webmaster, at our online testing center
• Access online training manuals and videos to learn the tips, tricks and processes to become the expert at
creating the best website for your users in the CivicPlus University section
• Attend webinar series for refresher trainings or for sneak peeks at the newest features and functionality in
development
• Try to stump the CivicPlus trainers with a question
• Share ideas and contribute to bettering our community through opinion polls, surveys and group discussions
• Stay up to date on the latest trends in web technology, design and government processes through blogs,
webinars and informational updates tailored to local government professionals
• Access our always - available online support center for our clients
• Signup to be a part of the CivicPlus beta testers to get your hands on the newest features and functionality
first
The CivicPlus Connection is another exciting benefit to the CivicPlus client experience and available only for clients
who have been through initial training.
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System Testing and Acceptance
Site Testing before Go Live
A testing period (approximately one month) is provided between the completion of training and your site's Go Live
date. This will allow you to add, create, and make adjustments to content as well as ensure overall satisfaction with
your website. CivicPlus is browser based, which means content changes will display and function the same way
before and after Go Live. If the City of Poway discovers an item in need of correction, CivicPlus will have thirty (30)
days from receipt of written notice to correct the item. (Adjustments to items outside of the RFP, proposal, and
contract requirements are not considered corrections and may be subject to additional fees.) The CivicPlus project
manager will provide the city with a project acceptance form via email. When the city is satisfied with the site that
CivicPlus has built, the form may be signed and sent back and the website will Go Live.
Testing Products for Customer Rollout
The CivicPlus Development Team is an agile programming shop. We currently work in 2 -week iterations with several
teams addressing new functionality and services and additional teams and select members dedicated to software
fixes and minor enhancements. Prior to any software update or rollout, all code changes go through an internal
testing process which includes an alpha testing phase, a beta testing phase and a final Release Candidate testing
phase. Separate internal servers, isolated from our client hosts, are used for these various stages of testing. At any
time during these testing phases, any member of the CivicPlus team can report an issue that needs to be addressed
before rollout, essentially removing the product from the iteration deployment schedule. At this time, the code under
review will once again have to begin the testing phase at the beginning to ensure it completes the entire testing cycle
without issue or incident.
A separate and isolated testing environment that mirrors our production servers is maintained for internal testing of
not only our own codebase, but any updates to the host operating system as well. All updates are logged and tested
prior to rollout to ensure compatibility with our GCMSO.
"I think that the modules that are offered give a lot of flexibility to not only the taxpayers but our
employees. We can use this site as much as a tool as the taxpayers do."
- Michael Leiker, Ellis County: Kansas
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Warranty and Post Implementation Support
Warranty
We guarantee to build a website that increases your number of visitors by 50% or we will give 100% of your money
back. Please speak with your regional sales manager, Danny Elmore, for more information about our warranty
including the warranty terms.
Around - the -Clock Technical Support
Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our
site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m. (CST) to field your calls
and emails, and emergency services are available after regular hours with our on -call staff 24 -hours a day.
In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues. Through
regularly scheduled reviews of site logs, error messages, servers, router activity and the internet in general, our
personnel often identify and correct issues before they even affect our clients' websites. Our expertise in website
management provides assurance to our clients that their site is in good hands.
Maintenance & Support Includes:
Support
Maintenance of CivicPlus Application & Modules
7 a.m. — 7 p.m. (CST) Mon. — Fri. (excluding holidays)
Install Service Patches for OS
24/7 Emergency Support
Upgrades
Dedicated Support Personnel
Fixes
2 -hour Response During Normal Hours
Improvements
Usability Improvements
Integration
Integration New and Upgraded Services
Testing
Proactive Support for Updates and Fixes
Development
Online Training Manuals
Usage License
Monthly Newsletters
Phone Consulting
CivicPlus Connection
Community Engagement Consultants
CivicPlus has a team of Community Engagement Consultants to help you implement the tools needed to successfully
meet the level of Community Engagement that you desire. Upon website Go Live, you will have a dedicated member
of this team to help you keep up on new CivicPlus products and optimize your site. This specialized team member
can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into
place on your new website.
Mobile Website Detection & Browsing
Mobile browsing is automatically available with a CivicPlus- developed website, meaning your residents can easily
access and refresh your site and its important content from any mobile platform, such as their iPhones, Androids,
Blackberrys, etc.
Software Licensing
No programs or software are necessary to install, meaning you and your staff can update the site from any internet
connection or platform (Mac or PC) at any time. Poway will not pay money per seat to install software. You can have
an unlimited number of users in the system. Citizens Request Tracker is limited to 5 users; additional user licenses
may be purchased.
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Annual Maintenance Upgrades
All CivicPlus customers receive the benefits of new features and upgrades that we add to our ever - growing
Government Content Management System (GCMS®). The core of the CivicPlus product offering grows with your
community, ensuring that your site never grows stale and that your website is truly an investment.
CivicPlus, when rolling out new functionality or system upgrades, takes several opportunities to inform our
clients. Unless specifically opting out, System Administrators receive email notification of all system rollouts and
update information. Information regarding any rollouts is also communicated through the GCMS@ Admin Panel
Messages pane. Additionally, larger functionality rollouts such as a new module or a drastic re -work of an existing
module, CivicPlus often gives our clients the opportunity to opt in /out of the initial implementation until they are ready
for the upgrade path. Such an example was the case with the vastly improved performing Document Center, new
Forms Center module, and the recently upgraded Facilities module.
Annual Services
With CivicPlus' Annual Services, you'll enjoy redundant hosting services, daily backups, extensive disaster recovery
plans, 24/7 support, software maintenance, unlimited upgrades, recurring training, and access to the CivicPlus
community. Protecting your investment is important, and our Annual Services allow you to receive maximum benefit
at minimal cost. Over the course of a year, you'll receive software upgrades, maintenance and optimization.
Additionally, your staff will have full access to our support staff, ensuring that they're always up to date on our latest
features and functionality.
2nd Year Annual Services (Continuing GCMS® Upgrades, Maintenance, Support and Hosting)
$5,504
Billed 12 months from contract signing
and Year Annual Services (Continuing GCMS® Upgrades, Maintenance, Support and Hosting) $5,504
subject to annual 5% increase year 4 and beyond
Annual Support, Maintenance & Hosting Service Include the Following:
Support
Maintenance of CivicPlus
Hosting
Application & Modules
7 -7 (CST) Mon -Fri (excluding holidays)
Install Service Patches for OS
Shared Web /SQL Server
24/7 Emergency Support
Upgrades
DNS Consulting & Maintenance
Dedicated Support Personnel
Fixes
Monitor Bandwidth - Router Traffic
2 -hour Response during Normal Hours
Improvements
Redundant ISP
Usability Improvements
Integration
Redundant Cooling
Integration New & Upgraded Services
Testing
Natural Gas Powered Generator
Proactive Support for Updates & Fixes
Development
Daily Tape Backup
Online Training Manuals
Usage License
Intrusion Detection & Prevention
Monthly Newsletters
Antivirus Protection
Phone Consulting
Upgrade Hardware
CivicPlus Connection
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Pricing
All Quotes are in US Dollars and Valid for 90 Days from December 16, 2013.
Project Development and Deployment
Initial GCMS® upgrades, maintenance, support and hosting — no additional cost $40,549
Server Storage not to exceed 20 GB: Media Center Storage not to exceed 10 GB
10% Municipal Managers Association of Southern California - $4,055
With CivicPlus' Annual Services, you'll enjoy redundant hosting services, daily backups, extensive disaster
recovery plans, 24/7 support, software maintenance, unlimited upgrades, recurring training, and access to
the CivicPlus community. Protecting your investment is important, and our Annual Services allow you to
receive maximum benefit at minimal cost. Over the course of a year, you'll receive software upgrades,
maintenance and optimization. Additionally, your staff will have full access to our support staff, ensuring that
they're always up to date on our latest features and functionality.
2 "O Year Annual Services (Continuing GCMS® Upgrades, Maintenance, Support and Hosting) $5,504
Billed 12 months from contract signing
3fo Year Annual Services (Continuing GCMS® Upgrades, Maintenance, Support and Hosting) $5,504
subject to annual 5% increase year 4 and beyond
Optional Payment Plan — CivicPlus Advantage
CivicPlus Advantage offers local governments an alternative payment plan that eases the impact of a new
website on your budget and spreads the one -time project development costs over a longer period of time.
Through a minimum three -year contract, CivicPlus Advantage dramatically lowers the one -time project
development and start-up costs of launching a new website, combining one -time and recurring fees and
spreading them over the life of the contract. And because we value our continuing relationships with our
customers, those who extend their contract beyond the three -year minimum will receive a redesign at the
end of their fourth year with CivicPlus — at no additional charge.
CivicPlus Advantage 1st Year 2nd Year 3rd Year 4th Year
Annual Recurring Fees $15,834 $15,834 $15,834 $5,779
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The CivicPlus Redesign Option
At CivicPlus, we realize that over time, you might decide that you want to change your design by giving it a visual
refresh, so to speak. On average, we have noticed that clients tend to request a redesign about every four or five
years in the life of a typical government website.
But instead of starting completely over from scratch with a new website rebuild, CivicPlus has an option that can not
only help save you time and effort, but lots of money too!
With our CivicPlus Redesign Option, at the end of your fourth year of continuous service with us, you will
automatically receive a website redesign with no further out -of- pocket expense. The cost of the redesign is included
in your annual fees each year, giving you the knowledge that your website design will never become stale and that
you'll never have to build your site from the ground up again!
• New CivicPlus Basic Redesign
• Redevelop banner
• Up to three graphic buttons to promote special services
• Redevelop navigation method (may choose top drop -down or other options)
• Select color scheme to match new graphics
• Design setup — wireframe
• Print this page option
• Email this page option
• Breadcrumbs
• Sitemap
• Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)
• Project management
• Testing
• Review
• Content migration — Includes retouching of all existing pages on the redesigned website to ensure
proper formatting, menu structure, and application of new site styles. Note. Content will be rewritten or
pages broken up (shortened or resectioned) during this process to reflect best web usability practices.
• Site styles and page layouts will be touched so all pages match the new design and migrate cleanly
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Project Development
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Kick -Off Meeting
Included
Deliverable Project Timeline. training jump start and worksheets
Phase 1: Consulting
Included
Deliverable Needs assessment, best practices and worksheets
Phase 2: Website Preview Presentation
Deliverable: Website layout and mood board will be presented for your
Included
approval
Phase 3: Website Reveal Presentation
Deliverable: Completed website design and navigation structure will be
Included
presented. You will be able to propose changes at this time.
Phase 4: 5 Days of Customized On -Site Implementation Training for up to 12
employees
Quote includes travel expenses ($80 per person per day for the 13th attendee and
beyond)
Deliverable: Train System Administrator(s) on GCMSO Administration,
Included
permissions, setting up groups and users, module administration. Basic User
training on pages, module entries, applying modules to pages. Applied use
and usability consulting to result in effective communication through your
website.
Phase 5: Go Live
Deliverable: Content migrated from current site to new site based on best
Included
practice recommendations. Custom website. Registration of site with all major
search engines.
Additional Functionality
Google Translation Tool
Included
Department Header Package for Poway Center
Included
Options Included in One -Time Fee
See project enhancement options starting on the next page Optional
Total Project Development and Deployment Fee
Initial GCMS® upgrades, maintenance, support and hosting included — no additional cost $40,549
Server Storage not to exceed 20 GB, Media Center Storage not to exceed 10 GB
10% Municipal Managers Association of Southern California - $4,055
Total
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Project Enhancement Options
Options
One -Time Fee
Pre - Implementation: On -Site Kick -Off Meeting Three days on -site. Quote includes travel
Optional
expenses.
$10,000
A consultation package concentrating on your website committee's design goals, audience
Add up to 6
goals and meet with departments to kick -off with a project overview.
departments per
Deliverable: A document summarizing the meetings, with analysis and
additional day for
recommendations. Design information gathered.
$2,200
Phase 1: Content Consultation Three days on -site, up to six departments per day. Quote
includes travel expenses.
A consultation package concentrating on evaluating current website content and making
Optional
recommendations for improved content development, presentation and maintenance.
$10,000
Deliverable: A comprehensive report on evaluation of current content (placement,
length, style and effectiveness), recommendations for improvement or creation of new
content, a follow -up report reviewing the results of implemented suggestions.
Phase 1: Process Roadmap Consultation Three days on -site. Quote includes travel
expenses
A consultation package concentrating on evaluation of processes for customer and citizen
services. Designed to fit specific client needs in management of the website design and
creation process on the client side.
Optional
$10,000
Deliverable: A comprehensive report of current citizen - facing practices and
citizen /customer - facing processes, recommendations for improving quality and
efficiency of government -to- citizen and government —to -customer relations and
processes, a follow -up report reviewing the results of implemented suggestions.
Phase 1: Citizen Engagement/Website Marketing Suite Three days on -site. Quote
includes travel expenses.
This consultation will focus on creating a strategic marketing plan for the new website
directed at your main public- facing stakeholders (citizens, visitors and businesses) in an
effort to increase awareness of the site and increase interaction with the site's functionality.
We will work with you to create a custom plan for advertising and driving traffic to your
website geared toward capturing and building upon the momentum gained in the days and
weeks that follow the new site's launch.
Deliverable:
• Strategic Initiatives: A strategic marketing plan aimed to increase
Optional
awareness of the site and increase interaction with the site's functionality
$10,000
using targeted marketing tactics, a recommended plan of action for
implementing new site and tools, a follow -up report reviewing the results of
implemented suggestions.
• PR Services: Press release development, distribution and measurement,
letter to local library development, letter to local library development, letter to
request dedicated link development, how to guide — approach local paper,
how to guide — invite local media.
• Social Media Services: Consultation and recommended posts, Facebook
update examples, how to guide — respond to social media.
Phase 1: Public Engagement Evaluation Two days on -site. Quote includes travel
expenses.
A consultation package concentrating on evaluation the satisfaction of citizens /customers
Optional
regarding the current website and online services. A survey will be conduct to discover
$7,800
general levels of satisfaction, desired site functions, features and tools, current tools
features or functions that are not considered valuable or need altered.
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Deliverable: A follow -up report containing findings of current engagement level along
One -Time
with recommendations and roadmap for getting to the desired level of engagement.
GoCitizen Pro Custom Mobile App (iOS & Android)
Phase 1: Website Design Consultation Two days off -site — conducted remotely.
$1,200
A consultation package concentrating on evaluating the form and function of the current
$125 /page or
$1,000/10 pages
website design and potential problems therein.
Optional
Deliverable: A comprehensive report on all findings regarding the current site design,
$3,600
recommendations and roadmap for implementing the design to meet your overall
$5,000
goals, a follow -up report reviewing the results of implemented suggestions.
New Logo Development with Branding & Graphics Development
Phase 1: Intranet Consultation Three days on -site. Quote includes travel expenses.
n/a
A consultation package concentrating on evaluating and improving current functions of
$8,000
interdepartmental relations and recommendations for increasing effectiveness through the
use of all available web tools.
Optional
Deliverable: A comprehensive report on all findings regarding the current intranet
$10,000
system being used and success rate of current system functions, a detailed plan for
making improvements and adapting the intranet system to your needs, a follow -up
report reviewing the results of implemented suggestions.
Phase 4: 40 Hours Customized Interactive Webinar Training for up to 6 employees
Optional
Quote includes free use of up to 6 webcams and headsets
$6,400
Phase 4: Training /Consulting Two days on -site Review website with department
Optional
administrators and provide additional time for basic learners. Review website procedures.
$7,800
Must be held concurrently with original on -site training session.
Post - Training: Website Presentation Two days of on -site meetings to present website to
Optional
stakeholders. Quote includes travel expenses.
$7,800
Post - Training: Three -Month Checkup Held three months after go -live, includes two days
Optional
on -site of additional consultation /training. Quote includes travel expenses.
$7,800
Post - Training: Three Day Annual Refresher One day on -site consultation, two days on-
Optional
site refresher /advanced training. Quote includes travel expenses.
$10,000
Post Go -Live: 50 Pages of Additional Content
$1,450
Virtual Webmaster: Five Hours of Content Updates per month.
Optional $5,700
Annual Minimum
Annual Recurring Training: Training on new functionality and services
Deliverable
• New User Training: A three -hour training for new users to learn basic
features of the GCMS®.
Optional
• Refresher Training /New Module Training: A three -hour session designed to
$2,000
refresh existing users as well as to train them on new modules.
Annually
• New Feature Overview: A three -hour session designed to make users aware
of recently released modules and features.
• Website Review Consulting: An hour -long, in -depth review of the client
website followed by a two -hour session with client users.
Functionality Options
One -Time
Annual
GoCitizen Pro Custom Mobile App (iOS & Android)
$4,500
$1,200
Language Translation (hand translation, priced per single language)
$125 /page or
$1,000/10 pages
n/a
LDAP Integration
$1,200
$300
New Logo Development
$5,000
n/a
New Logo Development with Branding & Graphics Development
$7,000
n/a
Subsite (No annual fee in the first year, annual fees starts in second year)
$8,000
$1,575
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Project Development and Deployment Includes the Following:
Modules
Functionality
• Agenda Center
Action Items Queue
• Alerts Center & Emergency Alert Notification .
Audit Trail / History Log
• Archive Center
Automated PDF Converter
• Bid Postings
Automatic Content Archiving
• Blog
Content Library (Content Templates)
• Business /Resource Directory
Dynamic Breadcrumbs
• Calendar
Dynamic Sitemap
• Carbon Calculator
Expiring Items Library
• Citizen Request Tracker"' (5 users)
Graphic Link Administration
• Community Connection
Links Redirect and Broken Links Finder
• Community Voice TM
Menu Management
• Document Center
Mouse -over Menu Structure
• ePayment Center
MuniMobileTM (Mobile Website Browsing)
• Facilities & Reservations
Online Editor for Editing and Page Creation (WYSIWYG)
• Frequently Asked Questions
Online Web Statistics
• Forms Center
Printer Friendly /Email Page
• Healthy City
Rotating Content
• Intranet
RSS
• Job Postings
Search Engine Registration
• Media Center with Live Streaming Video .
Site Layout Options
• My Dashboard .
Site Search & Entry Log
• News Flash .
Slideshow
• Notify Me® Email & 500 SMS Text Subscription .
Social Media Integration (Facebook, Share and Twitter)
• Online Job Application with 1 Generic Application .
User & Group Administration Rights
• Opinion Poll .
Web Page Upload Utility
• Photo Gallery .
Website Administrative Log
• Postcard
• Quick Links
• Real Estate Locator
• Spotlight
• Staff Directory
Support
Maintenance of CivicPlus
Hosting
Application & Modules
7 a.m. — 7 p.m. (CST) Monday — Friday
Install Service Patches
for OS
Shared Web /SQL Server
(excluding holidays)
Upgrades
DNS Consulting & Maintenance
24/7 Emergency Support
Fixes
Monitor Bandwidth - Router Traffic
Dedicated Support Personnel
Improvements
Redundant ISP
2 -hour Response During Normal Hours
Integration
Redundant Cooling
Usability Improvements
Testing
Diesel Powered Generator
Integration New & Upgraded Services
Development
Daily Tape Backup
Proactive Support for Updates & Fixes
Usage License
Intrusion Detection & Prevention
Online Training Manuals
Antivirus Protection
Monthly Newsletters
Upgrade Hardware
Phone Consulting
CivicPlus Connection
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Conclusion
As your website committee narrows the search for a partner to create the website for Poway, CivicPlus would like to
be your partner of choice.
Our experienced and knowledgeable professionals are committed to creating the communication infrastructure that
Poway desires.
• Your city will have access to the most experienced staff in the municipal website management market, and your
project team will work with you to create a unique and engaging site that reflects your community.
• CivicPlus will remain a trusted advisor and support resource after the site launches; Poway will always have
access to government communication experts.
• Your site will grow and change with you as industry trends and technology change. CivicPlus will ensure that
your website is on the cutting edge — always.
We have the expertise to help your city work better, help
citizens help themselves and build a website both you and
your citizens will use.
Our promise: To build a website that increases your
number of visitors by 50% or 100% of your money back.
Guaranteed.
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Additional Documentation
Clarifications & Exceptions
Reference
Your Language
CivicPlus Proposes
RFP page 4,
The City requires the final phase of the
Note:
Schedule
implementation to be complete by May
While we believe that your desired timeline can be
(Subject to
2014. This would include all
met, because of the unpredictable timelines
Change as
implementation steps, integration
associated with bidding processes, we rarely supply
Required)
development, system testing, training,
a custom timeline in our proposal responses.
launch and any other steps identified by
Working together, we want to ensure a realistic
the chosen vendor.
timeline is available to meet your specific goals.
Through the outline of our proven development
model provided in this proposal, development
timelines can be estimated based on the date of the
project's initiation.
RFP page 5,
4. Proposer must provide a current
Note:
Proposer
Certificate of Insurance to the City of
Upon award, CivicPlus will provide the City of Poway
Requirements,
Poway with the above stated
an insurance certificate with the following coverages:
Insurance
requirements along with all valid
Additional Insured Endorsements.
General Liability: $2 million dollars each
occurrence; $4 million dollars general
aggregate
• Professional Liability (Errors & Omissions):
$3 million dollars each occurrence
• Auto: $1 million combined single limit
• Workers Compensation and Employers
Liability: $1 million each accident (CivicPlus
is an employer in the State of Kansas and
abides by those employment laws)
RFP page 5,
5. The insurer must be a California
Note:
Proposer
admitted surety or an insurance
CivicPlus will insure your project through the Hartford
Requirements,
company listed by the State Insurance
Casualty Insurance Company, a member of the
Insurance
Commissioner and shall have a rating
"A"
Hartford Insurance Group with an AM Best rating of
in the latest Best's Rating Guide of
"A — Excellent."
or better and Class VI or better, or be
treasury listed for the size of risk
undertaken.
RFP page 6,
The "2 clicks to content" navigation
Note:
Scope of
approach should be maximized.
We offer unlimited depth of navigation so that you
Services,
can accurately portray information in an organized
Design and
form rather than cramming exorbitant amounts of
Navigation
information into a very small space. Studies show
that website users don't mind having to dig a little
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deeper into a website for information as long as they
feel they are on the right track. This type of
navigation helps eliminate the frustration of the
"needle in the haystack" dilemma on a page
overloaded with content.
RFP page 7,
Deliverables:
Note:
Scope of
At least 3 "look and feel" draft site
You will be presented with two custom layouts that
Services,
designs for www.poway.org site. Each
Design and
site design must address the City's
showcase the placement of your navigation and key
Navigation
homepage, a matching basic theme,
functionality. Very similar to the floor plan of a house,
and a theme for teens /youth.
each layout will allow you to focus on where things
• Theme for www.powaycenter.com
are and if the function and proportion of the space is
adequate. You will have the opportunity to revise
pages can be based on the selected
your design composition as many times as you deem
www.poway.org wireframe.
necessary up to the deadline that you and your
project manager agree upon during the timeline
meeting. After that deadline you may have an
additional two revisions. The average number of
revisions client require is a total of three.
RFP page 7,
Other important features of the CMS
Note:
Scope of
Services,
are:
Further discussion is needed to determine how
Content
• Homepage Banners. Ability for staff
CivicPlus will meet this requirement.
Management
users to update a rotating banner for
homepage, department pages, and
other pages within the CMS.
RFP page 7,
Page Loading. The final site will load in
Note:
Scope of
less than 4 seconds (for the first view)
Our designers will take the time in pre- design
Services,
with the page almost visually complete
Content
in less than 2 secs. Proposer should
meetings to achieve the image, message, and brand
Management
describe their method of testing and
you wish to achieve as well as offer suggestions to
improving webpage efficiency.
help you meet the desired load time.
RFP page 8,
Image Optimization. Describe how the
Note:
Scope of
CMS handles images so that the
Services
website download speeds are
The image editor within our GCMS® will optimize the
optimized. For example: a large 5mb
file; however photos are limited to 4mb.
image is uploaded but only a 200x150
pixel image is used on the site. Is the
image cropped? Resized? Optimized by
the system?
RFP page 8,
FTP. The Proposer will allow the City
Note:
Scope of
administrator to upload files using FTP
Services
to the hosting directory for use with the
In our experience, our Document Center as met our
website.
Client's need for FTP.
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Deliverable: FTP access to specific
directory and files.
RFP page 9,
The Proposer will need to warrant that
To exempt
Scope of
the City will own all developed software,
Our standard Ownership and Intellectual Property
Services,
and further warrant that the City will
Documentation
possess all necessary rights to use
terms are:
copyrighted or trademarked software
Upon full and complete payment of submitted
materials from any third parties that are
invoices for the Project Development and
not developed by the Proposer, but are
Deployment and launch of the website, Client will
necessary for the use of the software
own the Customer Content, as well as the GCMS®
developed by the Proposer, so that
software.
there is no infringement on a third
Upon completion of the development of the site,
party's rights.
Client will assume full responsibility for website
content maintenance and content administration.
Client, not CivicPlus, shall have sole responsibility
for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership
or right to use of all Customer Content.
Client shall not (i) license, sublicense, sell, resell,
transfer, assign, distribute or otherwise commercially
exploit or make available to any third party the
GCMS® software in any way; (ii) modify or make
derivative works based upon the GCMS® software,
(iii) create Internet "links" to the GCMS® software or
"frame" or "mirror" any GCMS® administrative
access on any other server or wireless or Internet -
based device, or (iv) reverse engineer or access the
GCMS® software in order to (a) build a competitive
product or service, (b) build a product using similar
ideas, features, functions or graphics of the GCMS®
software, or (c) copy any ideas, features, functions or
graphics of the GCMS® software.
The CivicPlus name, the CivicPlus logo, and the
product and module names associated with the
GCMS® software are trademarks of CivicPlus, and
no right or license is granted to use them.
RFP page 10,
Project Timeframe. Design and content
Note:
Scope of
should be completed such that the
While we believe that your desired timeline can be
Services
redesigned website is ready to be
launched by May 2014. Please submit
met, because of the unpredictable timelines
proposed timeline for project
associated with bidding processes, we rarely supply
development, testing, and
a custom timeline in our proposal responses,
implementation within this timeframe.
Working together, we want to ensure a realistic
timeline is available to meet your specific goals.
Through the outline of our proven development
model provided in this proposal, development
timelines can be estimated based on the date of the
project's initiation.
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RFP page 10,
Ownership. Once the City has accepted
To exempt
Scope of
the site as completed, all artwork,
Our standard Ownership and Intellectual Property
Services
imagery, coding, scripting, content,
terms are:
materials, and any software licenses
acquired specifically to support this site
Upon full and complete payment of submitted
become the property of the City of
invoices for the Project Development and
Poway. The selected Proposer will not
Deployment and launch of the website, Client will
provide, re -use, or otherwise make
own the Customer Content, as well as the GCMS®
these materials available to other
software.
entities without prior approval of the
Upon completion of the development of the site,
City.
Client will assume full responsibility for website
content maintenance and content administration.
Client, not CivicPlus, shall have sole responsibility
for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership
or right to use of all Customer Content.
Client shall not (i) license, sublicense, sell, resell,
transfer, assign, distribute or otherwise commercially
exploit or make available to any third party the
GCMS® software in any way; (ii) modify or make
derivative works based upon the GCMS(D software,
(iii) create Internet "links" to the GCMS® software or
"frame" or "mirror" any GCMS® administrative
access on any other server or wireless or Internet -
based device, or (iv) reverse engineer or access the
GCMS® software in order to (a) build a competitive
product or service, (b) build a product using similar
ideas, features, functions or graphics of the GCMS®
software. or (c) copy any ideas, features, functions or
graphics of the GCMS® software.
The CivicPlus name, the CivicPlus logo, and the
product and module names associated with the
GCMS® software are trademarks of CivicPlus, and
no right or license is granted to use them.
RFP page 15,
4. Termination.
To exempt and replace with:
Standard
This Agreement may be terminated with
This contract shall remain in effect for a period of
Agreement for
or without cause by City. Termination
one year (12 months) from signing. In the event that
Services
without cause shall be effective only
neither party gives 60 days' notice prior to the end of
upon 60 -day written notice to
the initial or any subsequent term, this Agreement
Consultant. During said 60 -day period
will automatically renew for an additional contract
Consultant shall perform all consulting
term. After 48 consecutive months under the terms
services in accordance with this
of this contract and associated pricing, Client will be
Agreement. This Agreement may be
fully eligible for a CP Basic Redesign at no additional
terminated by City for cause in the
event of a material breach of this
cost.
Agreement, misrepresentation by
Either party may terminate the agreement at the end
Consultant in connection with the
of the contract term by providing the other party with
formation of this Agreement or the 1
60 days written notice prior to the contract renewal
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performance of services, or the failure
date.
to perform services as directed by City.
In the event of early termination of this Agreement by
Termination for cause shall be effected
the Client, Client forfeits eligibility for the CP Basic
by delivery of written notice of
Redesign and all funds applied to such eligibility.
termination to Consultant. Such
termination shall be effective upon
Each year this Agreement is in effect, a technology
delivery of said notice.
investment and benefit fee of 5 percent ( %) of the
total Annual Services costs will be applied.
Client may terminate this Agreement if CivicPlus is
found in default of any obligation hereunder which
has not been cured within thirty (30) days after
receipt of written notice of such default. In addition, if
at any time after commencement of service, client
determines that such services are inadequate,
unsatisfactory, or substantially not conforming to the
descriptions, warranties, or representations
contained herein, the client may terminate the
Agreement upon 30 days written notice to CivicPlus.
In the event of early termination of this Agreement by
the client, full payment of the remainder of the
contract is due within 15 days of termination.
RFP page 16,
8. Ownership of Documents.
To exempt the entire section and replace with:
Standard
Agreement for
Upon full and complete payment of submitted
Services
invoices for the Project Development and
Deployment and launch of the website, Client will
own the Customer Content, as well as the GCMSO
software.
Upon completion of the development of the site,
Client will assume full responsibility for website
content maintenance and content administration.
Client, not CivicPlus, shall have sole responsibility
for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership
or right to use of all Customer Content.
Client shall not (i) license, sublicense, sell, resell,
transfer, assign, distribute or otherwise commercially
exploit or make available to any third party the
GCMS® software in any way, (ii) modify or make
derivative works based upon the GCMS& software;
(iii) create Internet "links" to the GCMS® software or
"frame" or "mirror" any GCMS® administrative
access on any other server or wireless or Internet -
based device, or (iv) reverse engineer or access the
GCMS® software in order to (a) build a competitive
product or service, (b) build a product using similar
ideas, features, functions or graphics of the GCMS®
software, or (c) copy any ideas, features, functions or
graphics of the GCMS® software.
The CivicPlus name, the CivicPlus logo, and the
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product and module names associated with the
GCMS® software are trademarks of CivicPlus, and
no right or license is granted to use them.
RFP page 18,
15. Indemnification.
To exempt and replace with:
Standard
Client shall defend, indemnify and hold harmless
Agreement for
CivicPlus, its partners, employees, and agents from
Services
and against any and all lawsuits, claims, demands,
penalties, losses, fines, liabilities, damages, and
expenses including attorney's fees of any kind,
without limitation, in connection with the operations
of and installation of software contemplated by this
Agreement, or otherwise arising out of or in any way
connected with the CivicPlus provision of service and
performance under this Agreement. This section
shall not apply to the extent that any loss or damage
is caused by the negligence or willful misconduct on
the part of CivicPlus. If Client and CivicPlus are both
negligent, damages shall be apportioned in
accordance with the percentage of negligence of
each party. This paragraph is not intended to benefit
entities not a party to this contract.
RFP page 22,
B. Compensation and Reimbursement
To exempt and replace with:
"SPECIAL
One -third of the total First Year Fee will be billed
PROVISIONS"
N
upon completion of Phase 1: Consulting, one -third of
EXHIBIT
the total First Year Fee will be billed upon completion
of Phase 3: Website Reveal Presentation. The
remainder of the total First Year Fee and any
additional Project Development and Deployment
services will be invoiced after Phase 4: Customized
Website Training has been completed.
The Client shall sign a project completion and
acceptance form prior to project go -live. The date
may be extended if material system or operational
failures are encountered. Immediately after
completing training the final bill for the project
development and deployment services will be billable
and payable. All Parties agree that the website will
not go -live until the project is accepted in writing by
the Client.
Total First Year invoices are due by the first of the
following month, but no later than 30 days from
invoice date. Project Development will be
discontinued if payment is not made within 30 days
after the invoice due date.
Invoicing for Annual Services begins one (1) year
from contract signing.
50
70 of 89 January 21, 2014 Item # 1.5
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51
71 of 89 January 21, 2014 Item # 1.5
Annual Services invoices may be prorated in order to
correlate with the Client's budget year, and are
invoiced prior to the year of service.
After project go -live, if the Client's account exceeds
60 days past due, Support will be discontinued until
the Client's account is made current. If the Client's
account exceeds 90 days past due, Annual Services
will be discontinued until the Client's account is made
current. Client will be given 30 days notice prior to
discontinuation of services for non - payment.
The Client will be invoiced electronically through
email. Upon request CivicPlus will mail invoices and
the Client will be charged a $5.00 convenience fee.
Unless otherwise limited by law, a finance charge of
2.9 percent ( %) per month or $5.00, whichever is
greater, will be added to past due accounts.
Payments received will be applied first to finance
charges, then to the oldest outstanding invoice(s).
Provided the Client's account is current, at any time
the Client may request an electronic copy of the
website graphic designs, the page content, all
module content, all importable /exportable data, and
all archived information ( "Customer Content "). Client
agrees to pay $250 per completed request. Provided
the Client's account is current, upon termination of
services Client may request a complimentary
electronic copy of website Customer Content and
CivicPlus Government Content Management System
(" GCMSO ") software.
RFP page 22,
(d) Workers' Compensation insurance
To exempt and replace with:
"SPECIAL
in statutory amount. All of the
Workers Compensation and Employers Liability: $1
PROVISIONS"
",
endorsements which are required
million each accident (CivicPlus is an employer in the
EXHIBIT "A
above shall be obtained for the policy of
State of Kansas and abides by those employment
D.
Workers' Compensation insurance.
laws).
Consultant's
Insurance
RFP page 22,
(b) Notice.
To exempt
"SPECIAL
"Said policy shall not terminate, nor
Our insurer will not guarantee 30 days notice
PROVISIONS"
shall it be canceled, until thirty (30)
however, CivicPlus will provide you with notice as
EXHIBIT "A ",
days after written notice is given to
soon as possible after notification of cancellation.
D.
City."
Consultant's
Insurance
51
71 of 89 January 21, 2014 Item # 1.5
CProposal for the City of Poway, CA
Certificate of Insurance
--1
AIII CERTIFICATE OF LIABILITY INSURANCE 5 /22 /2013YYl
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND. EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S). AUTHORIZED
REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED. the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy. certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
Charlson- Wilson Insurance
555 Poyntz Avenue, Suite 205
P.O. BOX 1989
Manhattan KS 66505 -1989
NAM CONTACT Elizabeth Smoller
PHONE (785)537 -1600 FAX .(785)537 -lt57
EMAIL .bsmollerPcharlsonwilson.com
INSURER(S) AFFORDING COVERAGE
NAIC#
INSURER A:Sen tine 1 Insurance Company, LTD
11000
INSURED
ICON ENTERPRISES INC D /B /A
NETWORK PLUS AND CIVICPLUS
317 HOUSTON STREET
MANHATTAN KS 66502
INSURERe:Rated by Multiple Companies
00914
RI SURER C:Har tford insurance Group
INSURER D:
INSURER E:
INSURER F:
$ 2,000,000
Fnvpwa(.FC (- 414 TH -I( -011' NI IMRRW -zUJ.J t sCer WI- VISHIN N11MRFK'
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
RISK
TR
TYPE OF INSURANCE
'Y NUMBER R
POLICY E
M !YY
POLICY EXP
M
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE
$ 2,000,000
PREMISES) Ea a«uaence
$ 1,000,000
X CCMAN£RCIAL GENERAL LIABILITY
A
CLAIMS -MADE OCCUR
37SBAAM9566
/17/2013
/17/2014
MED EXp(Any one person)
s 10,000
PERSONAL 6 ADV INJURY
S 2,000,000
GENERAL AGGREGATE
S 4,000,000
GENL AGGREGATE
LIMIT APPLIES PER'
PRODUCTS - COMP /OP AGG
$ 4,000,000
$
X POLICY
n
PR0. LOC
AUTOMOBILE
LIABILITY
IN IN LI
1,000,000
BODILY INJURY(Perpe —)
$
A
X
—AUTO
ALL OWNED SCHEDULED
AUTOS AUTOS
7TTEC.TZ7974
/17/2013
5/17/2014
BODILY INJURY (P., —dens)
$
PROPERTY DAMAGE
(P r et
$
HIRED AUTOS NON -0OWN
AUTOS
PIP4laslc
$
UMBRELLA LIAR
OCCUR
EACH OCCURRENCE
8
AGGREGATE
$
EXCESS LIAR
CLAIMSJMDE
DEC) RETENTIONS
S
B
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
ANY PROPRIETOR/PARTNERIEXECUTI' /E
X 'NC STATUS
R I R
DI
E.L. EACH ACCIDENT
$ 1.000.000
OFFICER/MEMBER EXCLUDED?
(Mandatoryin NH)
N A
37WECPA9652
/17/2013
5/17/2014
EL DISEASE - EA EMPLOYEE
$ 1,000,000
It yes . d—be under
DESCRIPTION OF OPERA71ON5 below
I
I
I E . DISEASE - POLICY LIMIT
$ 1,000,000
C
Technology EGO
0 TE 0277079 -13
/1/2013
1/1/2014
Each Ghtch Llmt 3,000,000
Aggregate LImd 3,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS, VEHICLES (Adach ACORD 107, Additional Remarks 50edtile, if more space ie req. -d)
CERTIFICATE HOLDER CANCELLATION
** *FOR INFORMATIONAL PURPOSES ONLY
PLEASE CONTACT AGENT TO BE LISTED AS
CERTIFICATE HOLDER * **
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
tha Pottberg /TPS tff1�2 -ia'N"
ACORD 26 (2010105) tl 1988 -2010 ACORD CORPORATION. All rights reserved.
INS025 nnmrr -- Tho ar npr1 namo anH I— are rnnief —d marks of ar nPr1
52
72 of 89 January 21, 2014 Item # 1.5
CProposal for the City of Poway, CA
Sample Contract - Standard Terms & Conditions
CivicPlus looks forward to negotiating a mutually beneficial contract with Poway.
Client Deliverable
1. Icon Enterprises, Inc., d /b /a CivicPlus ( "CivicPlus ") will create a unique website for the City of Poway
( "Client ") that includes all functionality as defined in Exhibit A — CivicPlus Project Deliverables, attached
hereto.
2. After 48 consecutive months under these terms and associated pricing, Client becomes fully eligible for a
CP Basic Redesign at no additional cost. See Exhibit B for complete details.
Additional Services
Client may contract with CivicPlus for additional Consulting, Website Design, Setup, Programming, site
modification, Training services (Project Development and Deployment Services), Additional Page and /or
Graphic Design that exceed those defined in Exhibit A. CivicPlus will invoice Client for the additional
services immediately prior to project Go -Live. Services that involve billable time beyond the contracted
amount will be documented and invoiced. Written approval by the Client is necessary before billable time is
incurred.
4. Client may contract with CivicPlus for additional Annual Services that exceed those defined in Exhibit A.
CivicPlus will invoice Client for Annual Services immediately prior to project Go -Live. Modules that incur
additional usage fees may be purchased and activated at any time.
5. Acceptance of this Agreement signifies Client's approval of any billable time specifically related to training
services as detailed in Exhibit A, wherein a stated number of attendees is specified. Coverage for additional
attendees not covered under this agreement is billed at a per diem rate specified in Exhibit A.
Billing & Payment Terms
6. One -third of the total First Year Fee will be billed upon completion of Phase 1: Consulting; one -third of the
total First Year Fee will be billed upon completion of Phase 3: Website Reveal Presentation. The remainder
of the total First Year Fee and any additional Project Development and Deployment services will be invoiced
after Phase 4: Customized Website Training has been completed.
7. The Client shall sign a project completion and acceptance form prior to project go -live. The date may be
extended if material system or operational failures are encountered. Immediately after completing training
the final bill for the project development and deployment services will be billable and payable. All Parties
agree that the website will not go -live until the project is accepted in writing by the Client.
8. Total First Year invoices are due by the first of the following month, but no later than 30 days from invoice
date. Project Development will be discontinued if payment is not made within 30 days after the invoice due
date.
9. Invoicing for Annual Services begins one (1) year from contract signing.
10. Annual Services invoices may be prorated in order to correlate with the Client's budget year, and are
invoiced prior to the year of service.
11. After project go -live, if the Client's account exceeds 60 days past due, Support will be discontinued until the
Client's account is made current. If the Client's account exceeds 90 days past due, Annual Services will be
discontinued until the Client's account is made current. Client will be given 30 days notice prior to
discontinuation of services for non - payment.
12. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the
Client will be charged a $5.00 convenience fee.
13. Unless otherwise limited by law, a finance charge of 2.9 percent ( %) per month or $5.00, whichever is
greater, will be added to past due accounts. Payments received will be applied first to finance charges, then
to the oldest outstanding invoice(s).
53
73 of 89 January 21, 2014 Item # 1.5
CProposal for the City of Poway, CA
14. Provided the Client's account is current, at any time the Client may request an electronic copy of the website
graphic designs, the page content, all module content, all importable /exportable data, and all archived
information ( "Customer Content "). Client agrees to pay $250 per completed request. Provided the Client's
account is current, upon termination of services Client may request a complimentary electronic copy of
website Customer Content and CivicPlus Government Content Management System ( "GCMS® ") software.
Agreement Renewal
15 This contract shall remain in effect for a period of one year (12 months) from signing. In the event that
neither party gives 60 days' notice prior to the end of the initial or any subsequent term, this Agreement will
automatically renew for an additional contract term. After 48 consecutive months under the terms of this
contract and associated pricing, Client will be fully eligible for a CP Basic Redesign at no additional cost.
16. Either party may terminate the agreement at the end of the contract term by providing the other party with 60
days written notice prior to the contract renewal date.
17. In the event of early termination of this Agreement by the Client, Client forfeits eligibility for the CP Basic
Redesign and all funds applied to such eligibility and full payment of the remainder of the contract is due
within 15 days of termination.
18. Each year this Agreement is in effect, a technology investment and benefit fee of 5 percent ( %) of the total
Annual Services costs will be applied.
Support
19. CivicPlus will provide unlimited telephone support Monday through Friday, 7 a.m. to 7 p.m. (Central Time)
excluding holidays, for all trained Client staff. Emergency Support is provided on a 24/7/365 basis for
emergency contacts named by the Client. Client is responsible for providing CivicPlus with contact updates.
20. Support includes providing technical support of the GCMS@ software, application support (pages and
modules), and technical maintenance of Client's website. Following initial setup, additional page design,
graphic design, user training, site modification, and custom programming may be contracted separately for
an additional fee.
21. During the period of this agreement and subsequent annual renewals, CivicPlus warrants that it will, without
additional charge to the Client, take action to correct any problems or defects discovered in the GCMS®
software and reported to CivicPlus by the Client, such warranty to include ongoing maintenance upgrades
and technical error correction.
22. CivicPlus provides online website statistics software at no extra charge. If Client desires to use other website
statistic software, CivicPlus will provide the necessary log file access.
Marketing
23. Client will work with the CivicPlus Marketing Department to make a reasonable attempt to gather information
and meet deadlines associated with website award contest entries throughout the term of this agreement,
and to create a case study related to their website.
24. Client permits CivicPlus to include an example of the Client's home page and a link to the Client's website
on the CivicPlus corporate website.
25. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a news
item to be released in conjunction with their project Go -Live date. Client will provide CivicPlus with contact
information for local and regional media outlets. CivicPlus may use the press release in any marketing
materials as desired throughout the term of this Agreement.
26. Client allows CivicPlus to display a "Government Websites by CivicPlus" insignia, and web link at the bottom
of their web pages. Client understands that the pricing and any related discount structure provided under
this agreement assumes such perpetual permission.
Intellectual Property, Ownership & Content Responsibility
27. Upon full and complete payment of submitted invoices for the Project Development and Deployment and
launch of the website, Client will own the Customer Content, as well as the GCMS® software.
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74 of 89 January 21, 2014 Item # 1.5
CProposal for the City of Poway, CA
28. Upon completion of the development of the site, Client will assume full responsibility for website content
maintenance and content administration. Client, not CivicPlus, shall have sole responsibility for the
accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to
use of all Customer Content.
29. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially
exploit or make available to any third party the GCMSO software in any way, (ii) modify or make derivative
works based upon the GCMSO software, (iii) create Internet "links" to the GCMSO software or "frame" or
"mirror" any GCMSO administrative access on any other server or wireless or Internet -based device; or (iv)
reverse engineer or access the GCMSO software in order to (a) build a competitive product or service, (b)
build a product using similar ideas, features, functions or graphics of the GCMSO software, or (c) copy any
ideas, features, functions or graphics of the GCMSO software.
30. The CivicPlus name, the CivicPlus logo, and the product and module names associated with the GCMSO
software are trademarks of CivicPlus, and no right or license is granted to use them.
Indemnification
31. Client shall defend, indemnify and hold harmless CivicPlus, its partners, employees, and agents from and
against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses
including attorney's fees of any kind, without limitation, in connection with the operations of and installation
of software contemplated by this Agreement, or otherwise arising out of or in any way connected with the
CivicPlus provision of service and performance under this Agreement. This section shall not apply to the
extent that any loss or damage is caused by the negligence or willful misconduct on the part of CivicPlus. If
Client and CivicPlus are both negligent, damages shall be apportioned in accordance with the percentage of
negligence of each party. This paragraph is not intended to benefit entities not a party to this contract.
Liabilities
32. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any
underlying carrier or other service provider whose facilities or services are used in furnishing any portion of
the service received by the Client. CivicPlus will not be liable for any failure of performance that is caused by
or the result of any act or omission by Client or any entity other than CivicPlus that furnishes services,
facilities or equipment used in connection with CivicPlus services or facilities.
33. Except as expressly provided in this Agreement, CivicPlus makes no expressed or implied representations
or warranties, including any warranties regarding merchantability or fitness for a particular cause.
Force Majeure
34 No party shall have any liability to the other hereunder by reason of any delay or failure to perform any
obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of
God, storm, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot,
war, national emergency, act of Government, act of public enemy, or other cause of similar or dissimilar
nature beyond its control.
-- Remainder of this page left intentionally blank-
55
75 of 89 January 21, 2014 Item # 1.5
I ;) Proposal for the City of Poway, CA
Bank Letter of Reference
IT
tateBank 1010 WESTLOOP PLACE HS 6 502 ( 785 SR7 1000
s
May 6, 2013
Icon Enterprises, Inc.
D /B /A CIVICPIUs
317 Houston Street, Suite E
Manhattan, KS 66502
Re: CivicPlus
To Whom It May Concern:
Kansas State Bank of (Manhattan is pleased to provide a Bank letter of
Recommendation for our valued customers, Icon Enterprises. Inc, d /bla
CivicPlus. In addition to deposit accounts. we currently extend credit facilities to
Icon Enterprises, Inc, d /b /a CivicPlus, aggregating in the mid -six figure
proportions All deposit and credit facilities have been handled in a very
satisfactory manner.
The company's reported financial position is sound and supportive of current and
"future" credit extensions. We enjoy a strong working relationship with Icon
Enterprises, Inc. and are pleased to call them a valued customer.
If you have any questions or require additional information, (with Icon
Enterprises. Inc. approval), please do not hesitate to contact us.
Sincerely
f ll L. I�Ohlmeler
Executive Vice President
LLK /aej
56
76 of 89 January 21, 2014 Item # 1.5
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11
Attachment 2
CITY OF POWAY
REQUEST FOR PROPOSALS
Website Redesign and
Content Management System
RFP 14 -004
September 2013
January 21, 2014 Item # 1.5
City of Poway Website Redesign and Content Management System RFP 14 -004
Table of Contents
Introduction..................................................................................................................... ............................... 3
CityOverview .................................................................................................................... ..............................3
CurrentProcess ............................................................................................................. ..............................3
DeliveryRequirements ...................................................................................................... ..............................4
Schedule............................................................................................................................ ..............................4
ContactInformation .......................................................................................................... ..............................4
ProposerRequirements .................................................................................................... ..............................5
Proposal Submission Format Requirements .................................................................... .............................10
Proposal Evaluation and Selection ................................................... ............................... ............................133
78 of 89 Page 2 of 13 January 21, 2014 Item # 1.5
City of Poway Website Redesign and Content Management System RFP 14 -004
Introduction
The City of Poway ( "City ") is requesting sealed proposals from interested and qualified vendors (each, a
"Proposer," as a group, "Proposers ") for a Website Redesign and Content Management System (CMS). The
goal of this Request for Proposals (RFP) is to provide the City with an updated website that will be flexible
and adaptable in its goal to provide Poway residents, Poway businesses, and the general public, access to
information and services. The website is also a gateway to a number of City services provided through
external websites.
City Overview
The City is a general law city incorporated under California law in 1980. The City serves a population of
approximately 50,000, covers an area of approximately 39 square miles, and is located in San Diego County.
It operates under the City Council -City Manager form of government.
The City provides a variety of services to the community, including fire protection, water and wastewater
services, street maintenance and flood control, community planning and various youth, adult and senior
recreational service programs. The City has over 200 permanent employees and numerous temporary
employees on a seasonal basis.
Current Process
The City has had a web presence built on the Vision Internet content management system ( "CMS ") since
2007. There are approximately 20 users actively updating the website out of a total of almost 60 users in
the system. The single CMS is used to support the City's main websites: www.poway.org and
www.powaycenter.com.
The City also employs other online services that are accessed through the site such as:
• NeoGov - human resources
• Active.com — class registration and facility rentals
• Codepublishing — municipal code
• WebGIS Solutions — GIS maps and data
• Weblink and Laserfiche — City documents
• Choice Ticketing — online show ticket purchasing
• CRW — business certificates and licenses
• Volgistics — volunteer management
• Northstar —online utility payments
• Paymenow [ ?] — offsite payment system for utility bills, registrations, etc., located in convenience
stores
Current Technical Configuration
Computer Environment
- Over 250 laptops and desktops
- Windows 7, Core i5, 8Gb RAM
- Office Professional Plus 2010
Server Environment
- HP Blade Server Hardware
- VMWare vSphere 4.0 update 1
79 of 89 Page 3 of 13 January 21, 2014 Item # 1.5
City of Poway Website Redesign and Content Management System RFP 14 -004
- Exchange 2010
- Microsoft SQL 2008, SQL 2012
- Windows Server 2008 R2, Server 2012
- SharePoint 2010, SQL 2008
- Laserfiche 9 and Weblink 8
Website Environment
- Poway.org built on Vision Internet CMS4
Internet Connection
- Telepacific 1OMbps Synchronous Fiber Connection
Schedule (Subject to Change as Required)
1. RFP Published and distributed: 10/3/13
2. Proposals due: 10/30/13 at S:OOpm
3. Proposals reviewed and evaluated: 10/31/13 through 11/7/13
4. Demonstrations (short listed Proposers): 11/13/13
5. Selection: November 2013
6. Contract Begins: December 2013
The City requires the final phase of the implementation to be complete by May 2014. This would include all
implementation steps, integration development, system testing, training, launch and any other steps
identified by the chosen vendor.
Contact Information
Questions regarding this Request for Proposals should be submitted by Wednesday, October 16, 2013 to:
Lawrence Brillon
IT Analyst - City of Poway
Phone: (858) 668 -4455
Email: Ibrillon @poway.org
Any questions received by the City that affect the RFP process will be issued as addenda to this RFP by the
City. Proposers responding to this RFP must include signed receipts acknowledging each addenda issued by
the City or it will be deemed non - responsive.
Delivery Requirements
Responses to this RFP shall be submitted in a sealed package addressed as below and clearly identifying the
Proposer making the submission. Package must be marked as "CONFIDENTIAL — Website Design and
Content Management System RFP 14 -004" One original, two copies, and a digital /pdf (via email) must be
submitted by each Proposer. The Proposer is liable for any of the costs incurred in preparing and submitting
a proposal.
All proposals must be received by the Customer Services Department by Wednesday, October 30, 2013 at
S:OOpm. Responses received after this date /time will not be considered. Postmark date will not constitute
80 of 89 Page 4 of 13 January 21, 2014 Item # 1.5
City of Poway Website Redesign and Content Management System RFP 14 -004
timely delivery. Agencies are solely responsible for ensuring timely receipt of their responses. Mail or
deliver proposals to:
City of Poway — IT Department
Attn: Brad Rosen
Website Design and Content Management System RFP 14 -004
13325 Civic Center Drive
Poway, CA 92064
Email: brosen @poway.org
The City reserves the right to cancel this RFP at any time and for any reason without any liability to any
Proposer submitting, or preparing a response to, this RFP; or to waive irregularities in the RFP and the RFP
process at its own discretion. The City reserves the right to accept or reject any or all proposals.
Proposer Requirements
Contract
1. The successful Proposer will be required to enter into the City's Standard Agreement for Contract
Services, included as part of this document. Please review this contract document carefully and
note in your proposal any exceptions or alterations to the contract that you are
requesting. Alterations or changes to the contract not included in the proposal will not be
considered by the City. This includes alterations, exceptions, or changes to the insurance and
indemnity provisions. By requiring these requests to be made up front, the City can compare all
respondents on an equal basis and take contract exceptions into consideration in the selection
process.
Insurance
1. Commercial General Liability Insurance of not less than $1,000,000 per occurrence and $2,000,000
aggregate.
2. Workers' Compensation Insurance with Statutory Limits of not less than $1,000,000 per accident.
3. The Proposer shall supply policy endorsements for all liability insurance policies naming the City of
Poway and its elected and appointed boards, officers, agents, and employees as additional
insureds with respect to this subject project and contract with City.
4. Proposer must provide a current Certificate of Insurance to the City of Poway with the above
stated requirements along with all valid Additional Insured Endorsements.
5. The insurer must be a California admitted surety or an insurance company listed by the State
Insurance Commissioner and shall have a rating in the latest Best's Rating Guide of "A" or better
and Class VI or better, or be treasury listed for the size of risk undertaken.
81 of 89 Page 5 of 13 January 21, 2014 Item # 1.5
City of Poway Website Redesign and Content Management System RFP 14 -004
Business Certificate
1. Throughout the duration of the contract, Proposer must hold a valid and current City of Poway
Business Certificate.
Scope of Services
This section provides a brief description of the City's project expectations, requirements and documentation
considerations the City anticipates during project implementation. This section is not intended to be
exhaustive. The City is relying on Proposers to include in their responses any items they deem relevant and
important to the project or to the City.
Expectations. The primary goal of this project is to replace the current website with a new and improved
website. Poway.org and powaycenter.com together are referred to in this document as "website ". The new
website will be easier for users to navigate, more efficient for City staff to manage, and provide access to
variety of online services to the residents and businesses of the City of Poway. The City seeks to replace the
existing website with an attractive interface, user - friendly interactive tools, search - engine compatibilities,
and a comprehensive, highly functional content management system.
The proposed solution should be built on a software platform that is in active development, meaning that
the Proposer is continually incorporating additional enhancements to the functionality, while also allowing
for modifications /additions to tailor the implementation to specific needs of the City. It should be
developed, tested, and maintained using a high - quality software development methodology for long -term
reliability and technical efficiency. Any one or all modules /portions of a solution may be implemented.
The contract resulting from this RFP will include website design services, implementation, and training. A
separate maintenance and hosting agreement will encompass a minimum of (3) three years with an option
for annual renewals thereafter. The contract will also require that the City is allowed to terminate the
contract with or without cause on reasonable notice.
Design and Navigation. The design of the site should be unified, consistent, visually appealing and inviting.
The home page should provide a visual statement of Poway and provide easy navigation to a number of
functions /capabilities for the City's residents, partner agencies, and other interested parties. The
competing benefits of "simplicity and elegance" and "rich capability and content" need to be balanced for
the user; the end user's needs should be considered at every step of the design and development process.
The site should provide the user with a personal feel; not that of a faceless bureaucracy. The "2 clicks to
content" navigation approach should be maximized. Examples of design include:
• Graphical
• Color Palates
• Fonts
• Graphics /Imagery
• Custom favicon.ico. Poway currently uses a custom favicon for its website, a new one
matching the theme and style should be used for the redesigned site.
• Organization
• Navigational Structure of major elements (use requirements document and current web
site as a template)
• Example "click through" functionality
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The City will have sufficient time to review and comment on the proposed sites, discuss "pros and cons"
with the Proposer, and ultimately select a site design for further development.
Deliverables:
At least 3 "look and feel" draft site designs for www.powaV.org site. Each site design must
address the City's homepage, a matching basic theme, and a theme for teens /youth.
• Theme for www.powaycenter.com pages, can be based on the selected www.poway.org wireframe.
Content Management. In the new site, City staff will need to have a distributed, role -based ability to
manage content. Currently, information is either assigned to a department workflow or the webmaster. It
is desirable to have a simple to use system where the content editing and approval roles can be assigned to
more than one department in cases where departments have a shared role on specific content.
Other important features of the CMS are:
• Homepage Banners. Ability for staff users to update a rotating banner for homepage, department
pages, and other pages within the CMS.
• Citizen Request Management. Ability to receive, manage, route, track and manage requests from
public via desktop and mobile.
• Page redirects. Admin control and creation of redirects, e.g., the creation of the address
www.poway.org/billpay redirects to poway.org /Index.aspx ?page =704.
• In page editing. Ability to update content from the frontend view that the public sees.
• Site Analytics. Statistics such as Google Analytics to track what pages users are viewing the most,
what devices and browsers are used.
• Page Loading. The final site will load in less than 4 seconds (for the first view) with the page almost
visually complete in less than 2 secs. Proposer should describe their method of testing and
improving webpage efficiency.
• Browser compatibility. Final site will be substantially compatible with the current versions of major
browsers (Internet Explorer, Firefox, Safari, Opera, and Chrome).
• Internet Technology. Development of the site may be done using any of the major internet
technologies (XML, CSS, HTMLS, Java, JavaScript, Flash, ASP, etc. Flash is less desirable, please note
where this is used).
• Emergency Alert Notification. Homepage can display emergency status with text easily edited by
City staff, emergency banner can link web pages in the CMS and on the Web.
• Notifications. Email notifications for pages, calendar events, news. Website users can manage
subscription though the site and email.
• Mega Menus. Drop down navigational menus that can have graphics and headings for style.
• Quicklinks. Links on homepage managed within the CMS by administrator or authorized staff.
• Breadcrumb Navigation. Dynamic breadcrumb navigation, no maintenance required.
• Sitemap. Dynamic sitemap, no maintenance required.
• Photo Slideshow. Easy to update, and place on pages for end users.
• RFP /RFQ Postings. Manage RFP /RFQ posts and participants.
• Vendor /Bidders Interest List. Vendors can sign up to be notified for bid postings of interest, and list
what services and product categories they provide.
• Forms. Simple online form creation, with reporting capabilities.
• Online Surveys. Simple online surveys with charting and reporting.
• Calendar. Calendar is dynamic, categorized, has mapping embedded, has integration so that users
can add the event to their calendar.
• Payment. Ability to process credit card payments through the web.
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• Business /Resource Directory. Web users can view what businesses are in the City.
• Facility Directory and Reservation. Facility locations, maps, amenities, and reservation module.
• Media Center. Streaming video library, easily embedded onto pages.
• Staff Directory. Managed list of staff contacts that can be dynamically displayed by department/
division /category.
• Expiring Items. Pages and content can be set to expire, and the CMS can notify the administrator or
staff users to update.
• Domain management. City staff will have administrative authority over all domain
names /registration; however, the selected Proposer may provide support in ensuring all domains
are current; and make recommendations for, and assist the City in acquisition of, additional domain
names, etc.
• Language. The site should be developed in English with the ability to translate pages into other
languages similar to, or utilizing, Google Translate.
• Image Optimization. Describe how the CMS handles images so that the website download speeds
are optimized. For example: a large 5mb image is uploaded but only a 200x150 pixel image is used
on the site. Is the image cropped? Resized? Optimized by the system?
Deliverable: Content management system with features listed above.
Social Media Integration. The content management system shall be capable of integrating with leading
social media sites (for example: currently Facebook and Twitter) to be able to post automatically to these
sites using RSS feeds or other means so that content sent through the CMS approval process the can be
seen on social media sites. The content management system should be capable of controlling which posts
are seen on which sites.
Deliverable: Content management system social media integration features.
FTP. The Proposer will allow the City administrator to upload files using FTP to the hosting directory for use
with the website.
Deliverable: FTP access to specific directory and files.
Mobile Delivery. The website should be accessible though mobile devices. It is preferable to have a
responsive design that automatically formats the content to be easily legible on various screen sizes. Mobile
sites with graphics stripped are acceptable but not preferred. Mobile site compatibility with iOS and
Android operating systems and devices is required. It is expected that the Proposer will identify any major
compatibility constraints and will also continually develop software compatibility as leading operating
systems change.
Deliverable: Content management system with mobile devices compatibility.
American Disabilities Act (ADA) Compliance. The new site must be developed to meet all mandated access
requirements adopted by the Federal Access Board (www.access - board.gov) under Section 508 subsection
1194.22 of the Rehabilitation Act. The proposing firm must also identify a satisfactory means for the City to
test this compliance.
Deliverable: True ADA compliance.
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Conversion
Initial Conversion. Using a copy of the existing web site content, the Proposer will revise the selected site
design and build all functionality and migrate content. As part of this process, the City will provide new
content as needed (e.g., headers, footers, body text, images, documents, etc.) upon request of the
Proposer. This will be provided as a Draft "live" site that can be accessed by City staff computers; it should
not be made available to the general public.
Deliverables: Draft "live" Web Site.
Custom Features. Proposer will recreate or transfer the content and functionality of the items listed below:
• RDA Brownsfield Grant - http: / /www.poway.org /Index.aspx ?page =984
• Homepage Open /Close indicator on the homepage www.poway.org
City Hall is OPEN this Friday
MON- THUR 7:30 am - 5:30 pm
Every other FRl 8:00 am - 5:00 pm
Deliverables: Equivalent features on the new site to the ones listed above.
Testing. Testing of the site will be provided by the Proposer and by City staff. The Proposer will perform a
series of tests to validate functionality of the site (as part of the initial conversion steps), and then provide
notice to the City staff for purposes of secondary testing and verification. Error reports will be provided to
the Proposer, the Proposer will notify when errors have been corrected, and then City will re -test the
appropriate elements. This iterative process will be repeated until the City is satisfied with the result.
Deliverable: Tested, operational web site
Documentation. The City expects that the selected Proposer will provide for each software component a
complete set of software documentation for users and administrators. The documentation can be printed,
on CD -ROM, or accessible from the Proposer's website. The City will be given permission to reproduce the
documentation or parts of the documentation as needed through legally enforceable licenses or other
documentation. It is expected that the Proposer shall maintain its copyrights to all materials. Both system
level and user documentation must be provided. List and describe the available documentation that is
included in the proposal pricing in this RFP and the media on which it is published. The Proposer will need
to warrant that the City will own all developed software, and further warrant that the City will possess all
necessary rights to use copyrighted or trademarked software materials from any third parties that are not
developed by the Proposer, but are necessary for the use of the software developed by the Proposer, so
that there is no infringement on a third party's rights.
Deliverable: Documentation on disc or accessible on the web
Final Conversion & Go -Live.
In coordination with City staff, the Proposer will perform and all necessary actions to complete moving any
relevant content to the final site, and assist with the conversion all appropriate IP addresses, DNS records,
etc. to the new site, and ensure the new site is functioning and available to the public correctly. The
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Proposer's proposal should discuss how they will perform this action to minimize disruption and downtime
between the time that the existing site is taken down and the time that the new site is available. Once
completed, the City will perform a review of the live site and provide formal acceptance.
Deliverable: Accepted Final Site live on poway.org and powaycenter.com
Project Timeframe. Design and content should be completed such that the redesigned website is ready to
be launched by May 2014. Please submit proposed timeline for project development, testing, and
implementation within this tmeframe.
Ownership. Once the City has accepted the site as completed, all artwork, imagery, coding, scripting,
content, materials, and any software licenses acquired specifically to support this site become the property
of the City of Poway. The selected Proposer will not provide, re -use, or otherwise make these materials
available to other entities without prior approval of the City.
Proposal Submission Format Requirements
The submitted proposal must address all categories and performance expectations within this RFP.
Before submitting a proposal, Proposers shall examine the specifications in order to understand all
existing conditions and limitations. The Proposer shall indicate in the proposal the total sum to cover
the cost of all items included in the RFP.
1. Executive Summary
Provide a concise overview describing the proposed approach to completing the work.
2. Description of Company and Qualifications
Provide a description of the major business functions, history and structure of the company. Include a
profile of the office location, staff and services that will be assigned to the City's account.
Specify the number of years the Proposer has been in the public sector software business. Provide a
brief statement of the company's background demonstrating longevity and financial stability.
Describe internal performance metrics used to quantify key customer support responsiveness, such as
issues resolved on first call or average time to reach issue resolution.
Provide the following background information on the proposed video archive and meeting agenda
management system: original development, date of first release and date of most recent release.
3. Experience on Similar Projects
Provide summaries or brief descriptions of a minimum of three projects completed which are most
related to the requirements of this project. Limit descriptions to those most relevant to this project and
most representative of the Proposer's capabilities. References must be for goods and services provided
within the last three years. Include the name of the client and a contact person, date of installation,
software installed, any installation issues, and custom features or extensive report capabilities.
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4. Detailed Description of Proposed Solution
Describe how the Proposer will meet each of the requirements and whether the software is fully
compliant, requires a modification or is not available. Provide a timeline with proposed dates beginning
with contract execution and ending with full implementation.
5. Software and Hardware Platform
Describe the software and hardware use for the hosted platform, including security measures, backups,
and guaranteed uptime performance.
6. Implementation and Training
This proposal shall include a detailed schedule, identification of project manager, team members, and
key personnel with resumes attached for all individuals involved.
Provide an installation plan as part of this proposal. This plan shall be detailed enough so that the City
shall know every step of the implementation process. Each task shall be listed separately and described
in detail. Describe the approach and resources needed to implement the proposed CMS.
Provide a user training approach that will properly prepare staff on day -to -day use of the CMS. Provide
a training approach that will properly prepare City Information Technology staff in the administration,
management and any planned and unplanned maintenance. Training is considered an essential element
of this project. Strong consideration will be given to:
- Speed and ease with which the proposed system can be implemented by personnel.
- Is it intuitive for users familiar with Microsoft -based systems?
- Does the Proposer offer user groups and conferences as a means of exposure to current
and new technologies?
Within the proposal, please describe:
- The type of training and the quantity of people to be trained included as part of the initial
installation. The City is also open to the "Train the trainer" style of training our end users.
- How you will schedule and provide for training of end users, technical staff, and system
administrators including initial training, consultation, and follow -up training.
- What types of additional training and follow -up may be available, by your company.
7. System Testing and Acceptance
The City cannot accept the software until it has validated that the Proposer has met all requirements
stated in this RFP and resulting contract. The Proposer shall provide all labor and supervision for the
installation, testing, and final implementation.
The City, working with the Proposer, shall develop acceptance procedures to ensure the software is
installed properly and accepted. All of the software shall pass the tests described below and have the
City declare that the objectives of the tests have been met. It is required that the software be:
- Free from operational defects;
- Compliant with all specifications and requirements; and
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- Delivered and accounted for, including operational website, documentation, training and
support items.
8. Warranty and Post Implementation Support
The Proposer must warranty timely response and remediation of technical problems. If there is a
system failure or other problems, the City needs to be assured that the Proposer shall respond
immediately to correct problems so that the service is not disrupted in any way.
Describe all support resources available. The Proposer should provide support that is capable of solving
any software - related problems during all City business hours. Proposer must also supply a copy of the
maintenance and hosting agreement that is proposed, as well as a description of the software
maintenance services, terms, and dates. Within the proposal, Proposer should address questions such
as:
- Is training included in a support time bank or separate?
- What is the total number of support hours per annual maintenance agreement?
- Does the total number of support hours include product updates /patches?
9. Annual Maintenance Upgrades
Proposer must provide the annual maintenance fees associated with the Website Content Management
System. It is expected that upgrades shall be available to allow the City to take advantage of
improvements in both software and hardware capabilities. The Proposer shall provide regular upgrades
to the software from date of implementation. Describe the upgrade process.
- How often do you provide product updates? How are updates completed?
- How does the company document updates and potential problems arising from updates,
and the resolution of these problems?
- Include your firm's willingness and plan for keeping its products up -to -date. "Up -to- date" is
defined as continuously adding or replacing products to take advantage of new technology
and complying with emerging industry standards.
- Describe the process by which user input is incorporated into new product releases.
- What is included in the annual maintenance contract? Are updates an additional cost?
10. Pricing
Provide detailed pricing of all costs to fully implement the successful operation of the proposed Website
Design and Content Management System. Include cost of software license fees, modification,
implementation, travel, content migration, and any other anticipated costs. List and describe pricing for
optional items associated with the system. List and detail annual maintenance and hosting costs
separately for a three (3) year initial term with two, one (1) year renewal terms.
The City expects that the solution will not have any limitations on the number of users in the system. If
there are, the licensing structure will include price breaks at reasonable intervals for number of licenses
acquired by the City. Note: Please describe your software licensing structure in detail. Do so for each
product or module if they differ from one another.
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Proposal Evaluation and Selection
The City will review submitted proposals and determine those that are most qualified. The City will select a
Proposer who in its sole judgment, best suits the current and future needs of the City. The evaluation
criteria which are neither weighted nor prioritized include, but are not limited, to the following:
1. Understanding of the work required by the City.
2. Quality, clarity, and responsiveness of the proposal.
3. Demonstrated competence and professional qualifications necessary for successfully performing
the work required by the City.
4. Recent experience in successfully performing similar services in cities & municipalities in California.
5. Proposed approach to completing the work, and ability to implement in a timely manner.
6. Background and related experience of the specific individuals to be assigned to this project.
7. Fee structure and cost effectiveness of the proposal.
8. References.
The City may decide to short-list two or more Proposers to continue with further evaluation using the
criteria identified above. Additional discovery may be performed to assist in selecting the short list
Proposers. The short-list Proposers will be contacted regarding their status as short- listed Proposers. The
City reserves the right to award contract, or to forego awarding contract without notice.
If a short list of Proposers is developed, the City will further evaluate short- listed Proposer's solutions by
utilizing scripted scenarios that will demonstrate the ability to meet the requirements described in this RFP.
Each short- listed Proposer will be provided scenarios that they are to use to prepare for an on -site solution
demonstration. The short- listed Proposers will be further evaluated based on the results of reference
checks, additional discovery and, at the option of the City, organized site visits or demos of Proposer's
customer sites in operation. Proposers will provide the City with a list of three (3) customer sites.
Customer sites should be using the same major version of the software being proposed to the City, similar
in scope and complexity, and geographically close to the City if possible.
Please note that demonstrations for short- listed Proposers are estimated to be held November 13, 2013.
Specific times for each short - listed Proposer will be determined at a later date, but Proposers should be
prepared to conduct the demonstrations during this timeframe. It is expected that the proposed Project
Manager take part in the demonstration sessions.
As reflected above, contract award will not be based solely on price, but on a combination of factors as
determined to be in the best interest of the City. After evaluating the proposals and discussing them further
with the finalists or the tentatively selected Proposer, the City reserves the right to further negotiate the
proposed work and /or method and amount of compensation.
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